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Executive Assistant & Project Manager Student

Dim University
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Are you sick of not hearing from “Internships”, getting coffee, doing small tasks, and not getting hands-on experience? Join Dim University — a free portfolio school focused on getting you the hands-on experience YOU want! Our program is designed to meet you where you are at and give YOU a chance in the industry of your dreams. Whether you are virtual, in-person, or hybrid. By the end of the program, you will have connected with people in your industry, built relationships, and created a strong portfolio to secure THE JOB YOU WANT!

STRATEGIC OVERVIEW

 

Before you touch a single task, Dim University trains you to see the bigger picture. You will learn to identify workflow bottlenecks, spot communication breakdowns, and map the operational gaps that slow teams down. Combined with hands-on AI tool training — from prompt engineering to automating routine tasks — you will graduate not just as an assistant, but as a strategic operator who makes every team they join run smarter and faster.

  • Workflow Analysis: Learn to audit team processes, identify inefficiencies, and recommend solutions before problems escalate.
  • AI-Powered Operations: Train on tools like ChatGPT, Notion AI, and automation platforms to streamline scheduling, communications, and project tracking.
  • Systems Thinking: Understand how decisions upstream affect outcomes downstream — and how to document processes so teams scale without chaos.
  • Data-Informed Decision Making: Collect, organize, and present operational data in ways that drive real decisions.

 

ABOUT THE PROGRAM

Gain experience in how to keep a team organized, coordinate client communication, and manage real projects from start to finish — all while building a portfolio that actually shows what you can do. We are looking for people with a serve-first mentality who thrive in fast-paced, start-up environments and love bringing order to the chaos.

 

Each program becomes a mini agency of students from all across the world (We have a hybrid program where remote students gain just as much experience as those students in the Chicagoland area) and all different skills come together to strategize and work on projects that build Dim and client brands.

If you are the type of person who is looking for real-life experiences that help you and others learn, connect with career professionals, and create paths to get to your dream careers — this is the program for you.

 

THE WORK — PROGRAM PHASES

  • (Month 1) Phase 1 — Let's See What You Know: Current students show you the ropes. You'll get acclimated with projects rooted in building community through operations, communications, and brand coordination. Begin learning Dim's AI toolkit and workflow mapping tools.
  • (Month 2) Phase 2 — You Try! Work alongside current students to assist in finishing their final portfolio project. Start identifying workflow gaps and contributing strategic suggestions to the team.
  • (Month 3) Phase 3 — My Turn! With the departure of current students, it's your turn. Prove yourself with internal projects, demonstrate consistency, and earn your way to client work.
  • (Months 4–5) Phase 4 — Client Project: Apply your skills on a real client project. You will coordinate meetings, manage communications, track deliverables, and help push the client's agenda forward.
  • (Legacy Project) Phase 5 — Time to Build: Build your own operations or workflow project to leave your mark on the Dim University community — creating something that passes knowledge forward to the next cohort.
  • (Graduation Planning) Phase 6 — Pre-Graduation: Test your project with peers across programs. Gather feedback on its real-world impact and refine it before the finish line.
  • (The End) Phase 7 — Graduation! Help onboard new students while teaching them how to execute your project. Successfully transfer your knowledge and graduate.

 

RESPONSIBILITIES & DUTIES

Job duties would include, but not be limited to:

  • Collaborate with team leadership to keep projects organized — all tasks, meeting agendas, and to-dos clearly defined and tracked
  • Develop and implement strategic plans months in advance to ensure exceptional delivery for clients and the Dim community
  • Monitor and manage client emails and inquiries, ensuring timely resolution or smart delegation to the right team member
  • Maintain clear, consistent communication with clients via email — addressing questions, solving problems, and kicking off new projects
  • Build and manage workflows using AI-powered tools (Notion AI, Airtable, ChatGPT, or similar) to maximize team efficiency
  • Support coordination and execution of meetings, events, and client-facing touchpoints
  • Track project timelines, team progress, and deliverables — flagging roadblocks and keeping things moving forward
  • Audit existing workflows and surface inefficiencies with actionable recommendations
  • Build documentation, SOPs, and training materials that help incoming students and support internal operations
  • Use AI tools to automate repetitive tasks and free up strategic thinking time for the team

 

QUALIFICATIONS WE'D LOVE YOU TO HAVE

  • Student of life (college degree or not) — Business Administration, Communications, Project Management, or similar area
  • Willingness to learn and a serve-first mindset
  • Interest in operations, brand building, and systems
  • Ability to juggle multiple tasks without dropping the ball
  • Self-Motivated (Very Important)
  • Detail-oriented and highly organized
  • Professional, polished, and reliable
  • Strong written and verbal communication skills
  • Flexible schedule and genuine adaptability
  • Receptive to feedback — you use it to get better, not take it personally
  • Excellent interpersonal and organizational skills
  • Analytical mindset — you see problems and immediately think about solutions

Technical Skills:

  • Proficient in Google Suite
  • Experience with Notion, Airtable, or similar project management platforms (a plus)
  • Comfort with or curiosity about AI tools — ChatGPT, Notion AI, automation workflows

 

COMMON QUESTIONS

  • Can I still get credit? Most likely yes — check with your supervisor at your institution.
  • Will I get hands-on experience? Absolutely. Everything we create is to give back to current and future students. Who better to build, inspire, and facilitate than other students of life?
  • How do I meet people in my dream career? By attending our career panels, workshops, and watching our content online.
  • Is this a school or an internship? We technically do not consider our program an internship, but it provides similar — and often more — experience than your average internship.

 

PROGRAM TAKEAWAYS

  • Client Relations — Beginning: Understanding the landscape of the business
  • Client Relations — Middle: Building retention and growth concepts
  • Client Relations — End: Executing concepts and producing measurable results
  • Gain the confidence you need to interview for roles you deserve
  • Learn how to network confidently by telling your own story
  • Experience at least 3+ real client meetings
  • Project management and consulting skills
  • A working knowledge of AI tools for operations and productivity
  • A portfolio piece you built — that future students will use