Executive Operations Assistant

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