Executive Operations Assistant

Position: Executive Assistant (Project & Operations Support Focus)

Location: Remote (must have significant overlap with EST working hours)

Type: Full-Time

Industry: Service-Based Business (Confidential)

About The Role

We are looking for a proactive, detail-oriented Executive Assistant to directly support the founder and occasionally assist other team members. This is not your traditional EA role focused on calendars and travel—this position is more operational in nature, acting as a right hand and project partner to help move initiatives forward, distill information, and execute key tasks with a bias for action.

If you're a calm, confident communicator who thrives in a fast-paced, dynamic environment—and you're the kind of person who naturally takes initiative to figure things out and make things better—we'd love to hear from you.

What You'll Do

• Project Coordination & Support Work closely with the founder to track action items, drive follow-ups, and help manage small projects from start to finish.
• Meeting Support Join meetings, take detailed notes, capture next steps, and ensure follow-ups are executed. You’ll be responsible for distilling complex conversations into clear, simple takeaways and actions.
• Communication & Outreach Draft and send professional communications on behalf of the founder. This includes follow-ups, status check-ins, and customer or vendor outreach via email or phone.
• Inbox & Information Triage Help manage email correspondence, flag priority items, and handle inquiries where appropriate.
• Light Operational & Financial Tasks Assist with building basic trackers, budgets, and operational checklists. A high-level understanding of business and finance is important to keep pace with internal conversations.
• Process Optimization & AI Tools Help streamline systems and processes, leveraging AI tools or lightweight automations to improve team efficiency and personal organization.
  
  

Who You Are

• An Excellent Communicator Clear, calm, and confident in both written and verbal communication. You’re a great listener, emotionally intelligent, and able to navigate conversations with professionalism and empathy.
• Action-Oriented & Resourceful You don’t wait to be told what to do—you figure things out. Comfortable calling vendors, emailing stakeholders, jumping on support calls, or researching solutions independently.
• Process-Driven & Tech-Savvy You love organizing chaos into systems and enjoy experimenting with productivity tools, automation, and AI to make operations run smoother.
• Business-Literate While not a finance expert, you’re comfortable understanding budgets, metrics, and business terminology, and can participate in high-level business conversations with confidence.
• Service-Oriented with Backbone You bring a collaborative “here to help” energy—but you also know how to push things forward, get what’s needed, and advocate for the team in a professional and friendly manner.
• Reliable & Discreet You handle sensitive information with care and can be trusted to follow through, follow up, and represent the founder's voice with integrity.
  
  

Requirements

• Minimum 3 years in an Executive Assistant, Operations Coordinator, or similar role
• Excellent English communication skills
• Strong familiarity with Google Workspace, project management tools (e.g. Notion, ClickUp, or similar), and modern productivity tools
• Experience supporting senior leadership or founders preferred
• Available for at least 5-6 hours overlap with EST working hours
  
  

Nice to Have

• Experience working in or supporting service-based businesses
• Interest in AI tools like ChatGPT, Notion AI, Zapier, or similar platforms
• Prior experience handling client communications or customer success tasks