Operations Executive Assistant

Operations Executive Assistant

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client's time zone.

Our client is seeking a highly organized Operations Executive Assistant to support the operational backbone of their client-facing and internal processes. This role plays a key part in maintaining efficient client communication, accurate CRM documentation, administrative coordination, and operational workflows that enable the business to deliver an exceptional client experience.

Role Overview

The Operations Executive Assistant will be responsible for supporting day-to-day operational and administrative activities while helping ensure client interactions, scheduling, CRM management, and internal processes run smoothly. Working closely with internal teams, this role will coordinate communications, maintain organized documentation, and proactively identify opportunities to improve operational efficiency.

This role is ideal for someone who is highly organized, detail-oriented, and enjoys creating structure, managing multiple priorities, and supporting both internal teams and clients in a fast-paced environment.

Location

Fully Remote | 8:00 AM – 5:00 PM CST

Key Responsibilities

Client Support & Communication

• Respond to client emails and requests in a timely and professional manner.
• Schedule client meetings, reviews, and follow-up communications.
• Assist with preparing proposals and client-facing documentation.
• Ensure clients receive accurate information and timely updates throughout ongoing engagements.

CRM Documentation & Management

• Build, organize, and maintain CRM records for client accounts.
• Document client interactions, notes, and follow-up activities.
• Ensure CRM information remains accurate, complete, and up to date.
• Support internal reporting by maintaining organized customer data.

Administrative & Executive Support

• Manage calendars, meeting schedules, and appointment coordination.
• Organize files, documentation, and internal administrative records.
• Support email management and day-to-day administrative responsibilities.
• Coordinate communication between internal teams and external clients.

Operations & Process Improvement

• Identify opportunities to improve client workflows and internal processes.
• Assist in documenting procedures and maintaining operational documentation.
• Support cross-functional coordination to ensure projects move forward efficiently.
• Recommend process improvements that increase organization and operational efficiency.

Qualifications

Experience

• 2+ years of experience in administrative support, operations, executive assistance, or client-facing support roles.
• Preference for a candidate with a background in: finances, bookkeeping or marketing.
• Experience managing CRM platforms such as HubSpot, Salesforce, AgencyZoom, or similar systems.
• Experience coordinating calendars, meetings, and administrative workflows.
• Experience supporting multiple priorities in a fast-paced environment.
• Managing emails.
• Organizing daily priorities.
• Updating documentation and SOPs.
• Supporting advisor onboarding.
• Scheduling newsletters.
• Coordinating administrative tasks.
• Assisting with marketing projects across multiple businesses.
• Supporting operational improvements as new needs arise.

Skills

• CRM management
• Calendar and scheduling coordination
• Microsoft Office Suite
• Google Workspace
• Document management
• Administrative support
• Process documentation
• Strong organizational and time management abilities
• High attention to detail

What Success Looks Like

• Client requests are handled promptly, professionally, and accurately.
• CRM records remain complete, organized, and actionable.
• Calendars, meetings, and administrative workflows operate efficiently with minimal oversight.
• Internal processes become more organized and streamlined.
• Leadership and clients receive dependable, proactive operational support.

Opportunity

This is an excellent opportunity to join a growing organization where you'll become a trusted operational partner supporting both internal teams and client relationships. You'll gain exposure to client operations, CRM management, executive support, and process improvement while playing a key role in helping the organization operate more efficiently.