Executive & Operations Support

Executive & Operations Support

• Support leadership with day-to-day operational priorities and special projects.
• Manage a variety of administrative, operational, and coordination tasks.
• Track action items and ensure timely follow-up across departments.
• Assist with process creation, documentation, and workflow improvements.
• Coordinate projects and ensure deadlines are met.
• Maintain organized records and documentation.

Project Management & Special Projects

• Take ownership of assigned projects from start to finish.
• Research solutions, learn new processes, and execute tasks independently.
• Coordinate cross-functional initiatives involving multiple stakeholders.
• Identify obstacles and proactively propose solutions.
• Ensure projects are completed accurately and on time.

Reporting & Data Management

• Collect, organize, and analyze operational and client-related data.
• Build and maintain spreadsheets and reports.
• Track key performance indicators and operational metrics.
• Assist leadership with reporting and decision-making support.
• Ensure data accuracy across multiple systems.

Marketing & Content Support

• Assist with content creation using AI tools and provided talking points.
• Draft LinkedIn posts and company communications.
• Support newsletter creation and distribution.
• Assist with podcast publishing and content management.
• Help create presentations, decks, and marketing materials.
• Coordinate conference and event-related materials.

Vendor & Client Coordination

• Coordinate vendor agreements and documentation.
• Follow up on contracts, approvals, and signatures.
• Support client communications and administrative requests.
• Assist with billing reviews and operational follow-up.
• Ensure outstanding items are tracked and completed.

People Operations & Administrative Support

• Assist with onboarding coordination for new team members.
• Maintain employee records and administrative documentation.
• Track PTO requests and personnel updates.
• Support HR and operational initiatives as needed.
• Handle sensitive information with professionalism and discretion.

Travel & Logistics Coordination

• Coordinate travel arrangements and itineraries.
• Assist with event planning and logistics.
• Manage shipments and operational logistics.
• Coordinate internal team support activities.

Systems & Process Improvement

• Develop workflows and organizational systems.
• Leverage AI tools and technology to improve efficiency.
• Identify opportunities to automate repetitive processes.
• Continuously improve operational consistency and effectiveness.
• Create documentation and SOPs when needed.

What Makes You a Perfect Fit?

• Exceptionally responsive and dependable.
• Highly organized with outstanding attention to detail.
• Able to manage multiple priorities simultaneously.
• Resourceful and comfortable figuring things out independently.
• Fast learner who adapts quickly to new tools and challenges.
• Calm under pressure and comfortable with ambiguity.
• Strong sense of ownership and accountability.
• Team-oriented and focused on helping others succeed.
• Comfortable handling confidential information.
• Takes pride in producing accurate, polished work.

Required Experience & Skills (Minimum)

• Previous experience in operations, executive assistance, project coordination, administration, or a related role.
• Excellent written and verbal English communication skills.
• Strong organizational and multitasking abilities.
• Exceptional attention to detail.
• Experience working in a remote environment.
• Ability to manage shifting priorities and deadlines.
• Strong problem-solving and critical-thinking skills.
• High level of professionalism and discretion.
• Proficiency with Google Workspace and productivity tools.
• Reliable internet connection and dedicated home office setup.

Ideal Experience & Skills

• Experience supporting executives, founders, or leadership teams.
• Project management or operations experience.
• Experience working in startups or entrepreneurial environments.
• Familiarity with AI tools such as ChatGPT, Claude, or similar platforms.
• Experience with Canva, presentations, and content creation.
• Experience with reporting and spreadsheet analysis.
• Marketing coordination experience.
• HR or people operations experience.
• Experience creating SOPs and operational processes.

Tech Stack & Tools

• Google Workspace
• Canva
• ChatGPT / Claude
• Project Management Tools
• Spreadsheets & Reporting Tools
• Internal Communication Platforms

What Does a Typical Day Look Like?

No two days look exactly the same.

You may find yourself:

• Supporting leadership with urgent operational priorities.
• Building reports and tracking company metrics.
• Drafting content and communications.
• Coordinating vendors and contract signatures.
• Assisting with onboarding activities.
• Managing administrative projects.
• Organizing travel and logistics.
• Creating presentations and marketing assets.
• Solving operational challenges that arise throughout the day.
• Learning new tools and processes to support the business.

In essence: you are responsible for helping the company stay organized, efficient, and responsive by owning a wide variety of projects and ensuring nothing falls through the cracks.

Key Metrics for Success (KPIs)

• Project completion accuracy and timeliness.
• Responsiveness and communication speed.
• Task turnaround time.
• Operational efficiency improvements.
• Reporting accuracy.
• Follow-through on assigned initiatives.
• Quality and consistency of work.
• Internal stakeholder satisfaction.
• Ability to manage multiple priorities effectively.

Why Join Us?

• Fully remote work environment.
• Work directly with experienced company leadership.
• High level of ownership and autonomy.
• Exposure to multiple areas of business operations.
• Opportunity to learn rapidly and grow professionally.
• Collaborative and entrepreneurial company culture.
• Meaningful impact on a growing organization.

Interview Process

1. Initial Application Review
2. Intro Video
3. Client Interview
4. Offer & Onboarding