Executive Operations Assistant

Location: Remote
Employment Type: Full-Time (Contractor)
Working Hours: U.S. business hours (CST preferred)
Reports to: Founder / Executive

About the Role

We are seeking a highly organized, detail-oriented Executive Operations Assistant to support a fast-moving business across executive support, operations, and light marketing functions.

This is not a traditional VA role. You will act as a right hand to the executive, helping manage day-to-day priorities, maintain operational systems, and ensure nothing falls through the cracks.

The ideal candidate is someone who thrives in a high-ownership environment, is systems-minded, and can seamlessly switch between administrative tasks, data management, and light content execution.

Key Responsibilities

1. Executive Support (≈40%)

Manage inbox: triage, draft responses, flag priorities, and maintain organization
Own calendar management: scheduling, rescheduling, and optimizing the executive’s time
Coordinate meetings, calls, and internal/external communications
Track action items and follow-ups to ensure execution
Act as a gatekeeper and facilitator for the executive’s time and priorities

2. Operations & Data Management (≈40%)

Maintain and update CRM systems with accuracy and consistency
Input and manage contracts via DocuSign, Excel, or internal systems
Track deal flow, client information, and operational data
Assist in building and improving internal workflows and processes
Ensure all systems (CRM, documents, trackers) are clean, organized, and up-to-date

3. Marketing & Content Support (≈20%)

Assist with content posting across social media or marketing platforms
Schedule posts and maintain content calendars
Support light content formatting, organization, or repurposing
Coordinate with internal or external marketing resources as needed

Ideal Candidate Profile

Must-Have

2–5+ years of experience as:
- Executive Assistant
- Operations Assistant
- High-level Virtual Assistant
Strong experience with:
- Inbox and calendar management
- CRM systems (HubSpot, Salesforce, or similar)
- Google Workspace (Docs, Sheets, Calendar)
High attention to detail and strong organizational skills
Excellent written and verbal English communication
Ability to manage multiple priorities and meet deadlines
Proactive mindset with strong ownership and follow-through

Nice-to-Have

Experience with DocuSign or contract management workflows
Basic Excel proficiency (data entry, formatting, light tracking)
Exposure to marketing tools or social media platforms
Experience supporting founders, executives, or small teams

What Success Looks Like

The executive’s inbox and calendar are fully organized and optimized
CRM and operational systems are consistently accurate and up-to-date
Contracts and data are processed efficiently with minimal errors
Communication flows smoothly across internal and external stakeholders
The executive is freed up to focus on high-value strategic work

Why This Role is Compelling

High-impact role working directly with a business leader
Broad exposure across operations, executive support, and marketing
Opportunity to grow into a more senior operations or chief-of-staff type role
Fast-paced environment with strong ownership and autonomy

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