Executive Assistant and Operations Support

Trofholz Technologies

Sacramento, CA

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JOB DETAILS

JOB TYPE

Full-time

SKILLS

Artificial Intelligence (AI), Background Investigation, Business Development, Business Writing, Coaching, Communication Skills, Content Development, Detail Oriented, Disability Accommodations, Driver's License, Entrepreneurship, Executive Assistant Skills , Federal Contracts, Federal Government, Follow Through, Government, Government Contracts, ISO 9001, Internet Security, Leadership, Logistics, Maintain Compliance, Marketing, Meeting Minutes, Microsoft Excel, Microsoft Outlook, Microsoft Product Family, Microsoft SharePoint, Microsoft Word, Multitasking, Operational Support, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Project/Program Coordination, Request for Proposals (RFP), Small Business, Source Code/Configuration Management (SCM), System Integration (SI), System Operations, Time Management, Travel Planning, United States Air Force (USAF), Workflow Analysis, Writing Skills

LOCATION

Sacramento, CA

POSTED

Today

THE OPPORTUNITY

Yvonne Pire is the owner of multiple companies, including Trofholz Technologies, a federal security integration firm, and The Rising Zone, a coworking and wellness company. She is a USAF veteran, entrepreneur, and operator building businesses that run on accountability, clear systems, and consistent improvement.

This role works directly for Yvonne across everything she touches: executive operations, business development, marketing, and proposal coordination across her portfolio. You are her primary coordinator, the person who sits between Yvonne's direction and the people executing it. Nothing gets lost. Nothing falls behind.

Federal government proposals are mission-critical to Trofholz, and that capability is now expanding into The Rising Zone. A significant portion of this role owns the coordination layer of all proposal and business development activity across both companies.

We are looking for someone intermediate, with enough foundational experience to contribute quickly and enough drive to grow fast. If you are eager to learn and willing to be coached, this is the right environment.

You are already using Claude and other AI tools to work faster and smarter. That is the baseline here, not a bonus.

If you thrive in high-ownership environments, manage complexity without losing detail, and want to grow alongside a founder who moves fast, this was written for you.

WHAT YOU WILL DO

Executive Assistant and Operations Support
You are Yvonne's right hand across all of her companies. You shadow her in meetings, capture what she thinks, coordinate what she decides, and make sure her time and attention stay focused on leadership and growth. When she travels, you hold the operation together and use that focused time to move priority projects forward.

Manage Yvonne's calendar, inbox, and communications across all businesses with precision and professionalism
Communicate on Yvonne's behalf with employees, clients, partners, and vendors, representing her with clarity and executive presence
Capture ideas, decisions, and commitments in real time during meetings and working sessions, translating them immediately into organized action items with owners and deadlines
Coordinate travel, logistics, meeting preparation, and follow-through so Yvonne stays focused on strategy and growth
Serve as the primary coordinator between Yvonne's direction and the people responsible for execution across all companies
Track every open commitment, task, and action item across the portfolio and ensure nothing falls through the cracks
Use Claude and other AI tools daily to draft communications, process meeting notes, extract action items, and eliminate repetitive manual work
Coordinate with the team to identify and improve workflow automations, ensuring AI tools are utilized as effectively as possible across all operations
Document processes and systems so operations stay consistent as the business scales

Marketing Support

Coordinate marketing activity for Trofholz, working with Yvonne to move direction into execution with the right internal and external resources
Serve as the liaison between Yvonne and The Rising Zone marketing team, ensuring alignment, follow-through, and consistent communication across all marketing efforts

Proposal Coordination

Monitor opportunity platforms including SAM.gov for RFPs, RFIs, and pre-solicitation notices aligned with Trofholz and Rising Zone capabilities
Coordinate the full proposal process from kickoff through submission, including schedules, contributor tracking, compliance, and version control
Support proposal content development by coordinating subject matter experts, maintaining reusable content libraries, and integrating review feedback
Coordinate post-submission debriefs to capture lessons learned and strengthen future proposals

Business Development Support

Track the active opportunity pipeline across both companies, including bid/no-bid decisions, submission status, and award outcomes
Coordinate BD meetings, follow-ups, and action items ensuring Yvonne's direction moves quickly from conversation to execution
Support partner and teaming coordination, maintaining clear communication between Yvonne and external collaborators
Assist in the preparation of presentations, briefings, and materials for BD meetings and client engagements

WHAT WE ARE LOOKING FOR

We are looking for someone who is organized, professional, and eager to grow. You have enough foundational experience to contribute from day one, and enough drive to develop quickly into a high-performing operational partner. You do not need to have done everything in this role before. You need the aptitude, the work ethic, and the willingness to learn fast.

What We Are Looking For	Why It Matters
Foundational federal contracting knowledge	You understand how government proposals work and are ready to own the coordination layer quickly
Strong coordination and organizational skills	You are managing an executive's operations and a proposal pipeline simultaneously. Nothing can fall.
Clear and professional communicator	You represent Yvonne with her team, clients, and partners across all companies
Already using Claude and AI tools actively	This is required, not preferred. You use AI to work faster and produce better output every day.
Takes initiative and brings solutions	You use the 1-3-1 approach: one problem, three options, one recommendation, and a clear next step
Growth mindset	You are coachable, curious, and committed to consistent improvement
Discreet and trustworthy	You will have access to sensitive business information and executive communications from day one

Requirements

Bachelor's or associate degree in business, communications, or a related field, or equivalent professional experience
2 or more years of experience in an executive assistant, proposal coordination, business development support, or related role
Foundational understanding of federal government contracting and the proposal process
Active, demonstrated use of Claude and other AI tools. This is required, not preferred.
Proficiency in Microsoft 365, including SharePoint, Teams, Word, Outlook, and Excel
Strong written and verbal communication with professional executive presence
Highly organized with exceptional attention to detail and follow-through
Able to manage multiple priorities and operate independently without constant direction
Primary location is Rocklin, CA with occasional work required at the Sacramento office and potential travel with Yvonne in the future
Valid driver's license and reliable transportation

Helpful But Not Required

Familiarity with SAM.gov or GovWin IQ
Background in marketing coordination or business development support
Exposure to small business or multi-entity business environments

COMPENSATION AND GROWTH

Pay range is $23.00 to $28.00 per hour based on experience, with performance-based increases tied to demonstrated results at 30, 60, and 90 days.

ABOUT TROFHOLZ TECHNOLOGIES

Trofholz Technologies is a Woman-Owned, Service-Disabled Veteran-Owned, ISO 9001:2015 certified security integrator headquartered in Sacramento, CA. Since 2002, Trofholz has delivered integrated electronic security systems, cybersecurity and compliance services, and Division 27 IT and infrastructure solutions to federal agencies and critical infrastructure clients across the United States.

Founded and led by Yvonne Pire, a USAF veteran and entrepreneur, Trofholz runs on accountability, clear communication, and a culture of Consistent Improvement.

Small team. High ownership. Real impact from day one.

We want to see how you think, not just what is on your resume. Submit all of the following:

Your resume
A cover letter under 400 words answering this specific question: Describe your experience supporting an executive or coordinating a complex project. What was your role, what was the outcome, and what would you do differently? If you have federal proposal experience, describe it here.
One writing sample demonstrating your ability to communicate clearly and professionally. This can be a proposal section, capability statement, professional email, or any relevant business writing.
Optional but strongly valued: a short video under 3 minutes introducing yourself and explaining why this specific role interests you. We want to see your communication style and professional presence, not a polished production.

Applications without the cover letter response will not be reviewed. We are looking for the most capable and growth-oriented candidate, not the longest resume.

Apply at: www.trofholz.com

Trofholz Technologies, Inc. is an Equal Opportunity / Affirmative Action Employer. We celebrate diversity and are committed to an inclusive workplace where every team member can grow and contribute.

Trofholz is an equal opportunity/affirmative action employer, and we E-Verify. All offers of employment at Trofholz are contingent upon clear results of a thorough background check and drug screen.

About the Company

Trofholz Technologies

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