Executive Assistant / Client Operations Coordinator

Job Description

Job Description

Executive Assistant / Client Operations Coordinator

Position Overview

We are seeking a highly organized, proactive, and detail-oriented professional to provide executive-level administrative and operational support. The ideal candidate will possess exceptional communication skills, strong time-management abilities, and the initiative to anticipate needs, manage competing priorities, and ensure the efficient execution of daily business operations.

Key Responsibilities

Executive & Calendar Management

• Proactively manage the executive's calendar, schedule, and daily priorities to maximize productivity and minimize unnecessary interruptions.
• Oversee email correspondence, prioritize incoming communications, and ensure timely responses and follow-up.
• Coordinate and schedule internal meetings, client appointments, and other business engagements.
• Serve as a point of contact to facilitate effective communication and workflow between the executive, team members, and clients.

Client Relationship & CRM Management

• Organize, document, and accurately transfer meeting notes from reMarkable devices into the company's CRM system.
• Track and manage follow-up activities resulting from client meetings, ensuring all action items are addressed promptly.
• Maintain accurate and up-to-date client records, communications, and activity logs within the CRM.

Team Coordination & Operational Support

• Monitor outstanding action items and proactively follow up with team members to ensure tasks are completed within established deadlines.
• Attend staff meetings, document key discussions and decisions, and distribute meeting notes and action items as appropriate.
• Maintain organized systems for tracking assignments, deadlines, and team deliverables.
• Identify opportunities to streamline administrative processes and improve overall office efficiency.

Compliance & Licensing Support

• Monitor continuing education (CE) requirements and licensing deadlines to support timely completion and ongoing compliance.
• Coordinate with appropriate team members to track outstanding licensing requirements and maintain accurate records.

Qualifications & Skills

• Exceptional organizational, time-management, and multitasking abilities.
• Excellent written and verbal communication skills, including the ability to draft polished, professional email correspondence.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Experience with CRM platforms, Monday.com, and AI-powered productivity tools.
• Strong attention to detail, follow-through, and accountability.
• Ability to anticipate needs, exercise sound judgment, and independently manage priorities.
• Professional demeanor with the ability to handle sensitive and confidential information discreetly.
• Ability to work collaboratively while holding team members accountable for deadlines and deliverables.
• On-site presence required to provide direct executive and operational support.

Ideal Candidate

The successful candidate is a proactive problem-solver who takes ownership of responsibilities, thrives in a fast-paced environment, and consistently follows through on commitments. This individual should be comfortable managing multiple priorities, coordinating across departments, and creating structure that allows leadership to focus on high-value business activities.