Executive Operations Assistant

Summary

Join our team as a proactive and highly organized Executive Assistant (EA) supporting a Founder and CEO in the service industry. You will play a key role in streamlining operations and improving efficiency. Responsibilities include handling phone calls, scheduling appointments, managing email communications, maintaining the CRM tool, and assisting with administrative tasks. This full-time, remote role requires independence, attention to detail, and strong organizational skills. The ideal candidate will have 3+ years of experience as an EA or in a similar role and proficiency in various software tools. Compensation includes a salary of $1,500-$1,800 per month (based on experience), potential performance bonuses, PTO, and HMO after 3 months.

Requirements

• 3+ years of experience as an Executive Assistant , Administrative Coordinator, or in a similar role
• Strong experience in phone and email management, calendar coordination, and CRM data entry
• Proficient in HubSpot, Zoho , Trello or similar CRM and project management tools
• Proficient in Microsoft Excel , including data analysis, reporting, and spreadsheet management
• Excellent written and verbal communication skills, along with being able to use Zoom
• Ability to take initiative, solve problems independently, and implement efficient workflows
• Strong organizational and time management skills
• Familiarity with basic bookkeeping and reporting
• Reliable high-speed internet, a modern laptop with a multi-core processor, and a noise-canceling headset
• Experience in Sales Support: EA with a background in sales support or customer relationship management. To understand the sales process and be able to assist in managing leads and follow-ups

Responsibilities

• Handle incoming calls, ensure timely responses, and manage call logs
• Social media (mainly LinkedIn) is managed with regular content curation and posting
• Organize and schedule meetings and keep the executive informed of upcoming appointments
• Oversee inbox triage, draft and review emails, and maintain a system for prioritizing key messages
• Assist with document organization, mail management, and basic reporting
• Able to handle expense reports and able to remind and help coordinate content and distribution
• Help establish efficient workflows and implement best practices for managing executive responsibilities
• Support business growth by coordinating initiatives, tracking key tasks, and ensuring deadlines are met
• Adaptability: The EA should be flexible and willing to adapt to changing priorities and tasks. They should be comfortable working in a dynamic environment and adjusting their approach as needed
• Inbox triage and focusing on archiving or removing non-actionable emails and surfacing only those requiring Executive's attention

Preferred Qualifications

International experience

Benefits

• Opportunity to work remotely from anywhere
• Supportive and collaborative team environment
• Learning and development opportunities
• Potential Performance Bonuses
• PTO
• HMO after 3 months