Executive Operations Assistant

Executive Operations 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 a hospitality management organization overseeing a portfolio of hotels, restaurants, and business operations across multiple locations. As the organization continues to expand, they are seeking an Executive Operations Assistant to support leadership with operational coordination, communication management, meeting organization, project follow-through, and executive support activities. This role plays a critical part in helping leadership remain organized, informed, and focused on strategic priorities while ensuring important initiatives continue moving forward across the business.

Role Overview

The Executive Operations Assistant will serve as a trusted operational partner to leadership by coordinating communication, documenting meetings, tracking action items, gathering information, and supporting day-to-day operational priorities. The Executive Operations Assistant will work closely with executives, department leaders, vendors, and stakeholders to ensure projects, commitments, and organizational priorities remain on track. This role is ideal for a highly organized and proactive professional who thrives in fast-paced environments and enjoys creating structure, accountability, and operational efficiency.

Location

Fully Remote | 9:00 AM - 5:00 PM EST

Key Responsibilities

Meeting Management & Documentation

• Attend meetings and document discussions, decisions, and action items.
• Prepare meeting summaries and distribute follow-up documentation.
• Track action items and maintain accountability across stakeholders.
• Ensure meeting outcomes are properly documented and communicated.
• Participate in meetings on behalf of leadership when appropriate.

Executive Support

• Coordinate calendars, meetings, and scheduling requests.
• Support leadership with day-to-day operational priorities.
• Manage follow-up communications and ongoing initiatives.
• Assist with administrative and operational support tasks.
• Help leadership remain organized and focused on strategic priorities.

Communication & Information Gathering

• Follow up with department leaders, vendors, and stakeholders.
• Gather information and provide updates to leadership.
• Conduct research and compile reports when needed.
• Serve as a communication bridge between teams and departments.
• Support information flow across the organization.

Operational Coordination

• Track project progress and organizational priorities.
• Monitor deadlines, commitments, and deliverables.
• Identify issues requiring leadership attention.
• Escalate risks, roadblocks, and unresolved action items.
• Support execution of strategic initiatives and operational projects.

Project & Initiative Support

• Assist with special projects and business initiatives.
• Coordinate follow-up activities across departments.
• Maintain visibility into ongoing projects and organizational priorities.
• Support leadership with project tracking and execution.
• Contribute to operational efficiency and accountability.

Qualifications Experience

• 3+ years of experience as an Executive Assistant, Operations Assistant, or in a similar role.

• Experience supporting senior leadership teams.

• Experience attending meetings, documenting discussions, decisions, and action items.

• Experience preparing meeting summaries and follow-up documentation.

• Experience coordinating calendars, meetings, and scheduling requests.

• Experience managing follow-up communications and ongoing initiatives.

• Experience gathering information from department leaders, vendors, and stakeholders.

• Experience conducting research and compiling reports.

• Experience tracking project progress, deadlines, commitments, and organizational priorities.

• Experience supporting operational initiatives, special projects, or cross-functional business activities.

• Hospitality, restaurant, retail, or multi-location construction experience preferred.

Qualifications Skills

• Strong meeting documentation and note-taking abilities.

• Strong action-item tracking and accountability management skills.

• Strong calendar management and scheduling coordination skills.

• Strong stakeholder follow-up and communication skills.

• Strong research and information-gathering capabilities.

• Strong organizational and time-management skills.

• Strong project tracking and operational coordination abilities.

• Strong attention to detail and follow-through.

• Ability to manage multiple priorities simultaneously.

• Ability to work independently with minimal supervision.

• Proficiency with Microsoft Office.

• Proficiency with Google Workspace.

• Proficiency with Zoom.

• Proficiency with Microsoft Teams.

• Highly proactive and resourceful.

• Strong sense of ownership, urgency, and accountability.

• Comfortable engaging with stakeholders across multiple departments.

• Comfortable escalating issues and identifying areas requiring leadership attention.

What Success Looks Like

• Leadership remains organized, informed, and focused on key priorities.

• Action items are consistently tracked and completed.

• Communication and coordination improve across departments.

• Meetings are documented accurately and efficiently.

• Organizational priorities remain visible and on track.

• Strategic initiatives continue moving forward without requiring constant oversight.

• Operational workflows become increasingly organized and efficient.

Opportunity

This is an opportunity to become a trusted operational partner to company leadership while gaining exposure to operations, project coordination, executive support, and strategic initiatives across a growing hospitality organization. The Executive Operations Assistant will play a meaningful role in helping leadership execute priorities, improve organizational accountability, and drive operational effectiveness throughout the business.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form
• Record a video showcasing your skill sets