Executive Operations Assistant

Executive Operations Assistant

Spaceworx Inc. is seeking a highly organized and detail-oriented Executive Operations Assistant to support the CEO, VP of Sales, and overall business operations. This position plays a critical role in maintaining organizational systems, supporting sales activities, managing CRM and ERP data, documenting company procedures, coordinating meetings, and assisting with government proposal and administrative processes.

The ideal candidate is technologically proficient, highly organized, capable of managing multiple priorities, and comfortable working within Odoo ERP and CRM systems to ensure accurate and timely information is maintained throughout the organization.

Essential Duties And Responsibilities

Executive Support

• Provide administrative support to the CEO and VP of Sales.
• Coordinate calendars, meetings, and internal communications.
• Prepare meeting agendas, record meeting notes, distribute action items, and track follow-up activities.
• Assist with special projects and company initiatives.

ERP & Business Systems Administration

• Maintain and update company records within Odoo ERP.
• Assist with data entry, record organization, and workflow management.
• Support the development and implementation of operational procedures within the ERP system.
• Help ensure data accuracy and consistency across departments.

SOP Documentation & Process Improvement

• Assist management in creating, documenting, organizing, and maintaining Standard Operating Procedures (SOPs).
• Maintain company process documentation and operational manuals.
• Help identify opportunities to improve workflows and operational efficiency.

CRM & Sales Support

• Maintain accurate prospect and customer records within the CRM system.
• Update contact information, communications, notes, and opportunity status.
• Assist in monitoring sales opportunities and pipeline progression.
• Generate weekly sales activity reports and dashboard summaries.
• Support the VP of Sales in maintaining accurate forecasting and opportunity tracking.
• Assist with customer follow-up activities and administrative sales support tasks.

Government Contracting & Proposal Support

• Assist with preparation and submission of government bid documents and proposal packages.
• Complete forms, gather supporting documentation, and maintain proposal records.
• Coordinate document collection from internal departments as required.
• Maintain proposal schedules and submission deadlines.

Administrative Support

• Prepare reports, spreadsheets, presentations, and correspondence.
• Organize electronic files and company documentation.
• Assist with vendor forms, customer forms, and other business documentation.
• Perform additional administrative and operational support duties as assigned.