Operations & Business Development Executive Assistant

Role Description

We are seeking an experienced Executive Assistant to support the CEO. This is a critical role that will directly impact business operations, client relationships, and business development growth. The ideal candidate will be highly organized, proactive, and capable of managing multiple priorities while maintaining exceptional attention to detail.

The Executive Assistant will play a critical role in transforming a high-volume inbox and meeting-heavy calendar into a streamlined, priority-driven workflow. Success in this role requires strong judgment, proactive communication, and the ability to create order from complexity.

This role goes beyond traditional administrative support. You will own core operational processes, manage communication systems, coordinate recruiting pipelines, and help implement tools and SOPs that reduce cognitive load for the CEO and leadership team.

This is a full-time, remote position requiring exceptional written communication, strong follow-through, comfort with sensitive information, and the ability to proactively manage both professional and limited personal tasks.

Qualifications

• 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.
• Exceptional email management and prioritization skills.
• Strong systems thinker with experience building organized workflows.
• Proficient in digital tools (Notion strongly preferred).
• Highly proactive and detail-oriented.
• Strong written communication skills.
• Comfortable making judgment calls on prioritization.
• Tech-comfortable and adaptable to evolving systems and tools.
• Thrives in high-accountability, high-clarity environments.
• Exceptional organizational skills with ability to manage multiple systems (Gmail, Google Chat, Google Calendar, HubSpot).
• Proactive communication: Ability to anticipate needs and take initiative without constant direction.
• Business acumen: Understanding of sales pipelines, business development processes, and CRM workflows.
• HubSpot experience: Demonstrated experience with HubSpot or similar CRM platforms.
• Attention to detail: Ability to maintain accurate records and catch details others might miss.
• Relationship skills: Genuine interest in helping build and maintain professional relationships.
• Time management: Ability to prioritize competing demands and work effectively with a busy executive.
• Technical proficiency: Comfortable with Google Workspace, email management, and learning new tools quickly.
• Technical Requirements: Reliable high-speed internet and a modern home office setup.

Requirements

• Email & Communication Triage
• Daily inbox management: Triage and organize all incoming emails into designated folders (Action Needed, Read Later, Follow Up, If Interested) each morning.
• Chat monitoring: Monitor Google Chat direct messages and project spaces on behalf of Exec, providing daily summary emails of items requiring his attention.
• Delegate access: With appropriate delegate access, manage Exec's digital communications and filter out non-urgent messages.
• Criteria development: Work with Exec to establish clear criteria for what requires his direct response versus what can be handled independently.
• Response drafting: Begin drafting responses to routine emails for Exec's review and approval.
• Administrative Support
• Office management: Coordinate office supply orders and equipment needs through an organized request system.
• Gifting & relationship building: Manage birthday gifts, holiday gifts, anniversary gifts, and other relationship-building gestures for team members and business contacts.
• Calendar management: Maintain Exec's calendar, coordinate scheduling, and manage task blocks for important but non-urgent work.
• General administration: Handle document management, contractor coordination, and other operational needs as they arise.
• Business Development & CRM Management
• HubSpot pipeline management: Maintain and update Exec's separate business development pipeline in HubSpot (distinct from Drew's pipeline).
• Lead generation support: Assist with identifying and compiling lists of target contacts in growth markets (Greensboro, Wilmington, Richmond).
• Meeting coordination: Schedule business development meetings, both virtual and in-person.
• Meeting notes & follow-up: Listen to recorded business development meetings (via Fireflies or Google Meet recordings), compile comprehensive notes, and track action items.
• Follow-up execution: Draft follow-up emails and ensure timely outreach after meetings.
• Relationship tracking: Monitor pipeline progress and flag opportunities requiring Exec's attention.
• Meeting & Calendar Coordination
• Proactively blocking time for priority tasks and deep work sessions (e.g., 3-hour client review blocks).
• Managing incoming meeting requests and calendar invites.
• Coordinating scheduling via email and Calendly links.
• Maintaining accurate availability and protecting focused work periods.
• Adjusting calendar structure as preferences evolve (e.g., prioritizing mornings for deep work).
• Ensuring flexibility while maintaining structure.
• Process Optimization & SOPs
• Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion.
• Support the creation of internal systems for accountability, task tracking, and delegation across the company's operations and team structure.
• Assist with invoicing (occurs approximately twice per month).
• Support with other tactical administrative tasks as needed.
• Ensuring delegated tasks are followed up on and completed.
• Reducing cognitive load by maintaining a clear, visible task pipeline.
• Task Delegation & Tracking
• Implementing and maintaining a shared Notion workspace.
• Capturing tasks from emails, meetings, and discussions.
• Assigning deadlines and tracking progress.
• Supporting transparency and real-time updates.
• Preparing agendas for daily/weekly sync meetings.
• Ensuring delegated tasks are followed up on and completed.
• Reducing cognitive load by maintaining a clear, visible task pipeline.

Benefits

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