Executive Operations Assistant

Executive Operations Assistant

The business is expanding quickly and is looking for a highly organized, proactive Executive Operations Assistant to provide direct support to the CEO and help keep day-to-day operations running smoothly.

The Executive Operations Assistant will serve as a key operational partner to the CEO, going beyond traditional administrative support. This role combines executive assistance, operations coordination, project management, financial administration, vendor coordination, and process documentation.

The ideal candidate is sharp, highly detail-oriented, proactive, and comfortable managing multiple priorities in a fast-moving environment. You should be someone who can take a task from instruction to completion, identify potential issues before they become problems, and keep the CEO informed without requiring constant follow-up.

As the company continues to grow, this position offers strong potential for expanded responsibilities and career growth.

Executive Support & Communication

• Manage and organize the CEO's inbox by filtering, prioritizing, flagging urgent matters, and drafting responses when appropriate.
• Manage the CEO's calendar and schedule, coordinating meetings, vendor engagements, and other commitments.
• Maintain daily and weekly task lists and priorities for the CEO.
• Conduct regular check-ins with the CEO to review priorities, outstanding items, deadlines, and deliverables.
• Serve as a central communication point between the CEO, clinic teams, vendors, accountants, and other external partners.
• Manage communications across platforms including Google Workspace, Microsoft Outlook, Slack, and Microsoft Teams.
• Handle confidential and sensitive business information with a high level of discretion.

Operations & Project Coordination

• Coordinate day-to-day administrative and operational activities across the company's clinic locations.
• Track projects, action items, deadlines, and deliverables to ensure follow-through.
• Support the CEO with special projects, operational research, and ad-hoc initiatives as business priorities change.
• Coordinate with internal teams and external partners to ensure tasks are completed accurately and on time.
• Identify operational issues, research potential solutions, and proactively recommend next steps.
• Help create, organize, and maintain standardized processes and workflows across the business.
• Assist in developing and documenting approximately 15–20 Standard Operating Procedures (SOPs).

Payroll & Financial Administration

• Prepare documentation and supporting information for semi-monthly payroll processing, subject to CEO review and approval.
• Gather and verify employee timecard information and ensure payroll inputs are complete and accurate.
• Assist with calculating and organizing provider incentives, bonuses, and other payroll-related information.
• Track incoming vendor invoices and verify amounts, services, and payment terms.
• Maintain visibility into accounts payable and upcoming payment schedules.
• Coordinate with external accountants and financial service providers as needed.
• Maintain organized records of financial and administrative documentation.

Vendor & Service Partner Coordination

• Serve as an administrative point of contact for external vendors and service providers.
• Coordinate with accountants, facilities and maintenance contractors, software providers, inventory partners, and other business vendors.
• Follow up on outstanding requests, invoices, service issues, and deliverables.
• Maintain organized records of vendor information, contracts, communications, and ongoing issues.
• Communicate professionally with external partners on behalf of the CEO when appropriate.

Inventory & Administrative Operations

• Work with internal inventory management systems to monitor usage and maintain accurate records.
• Assist with inventory audits, tracking, and operational reporting.
• Organize cloud-based documents, records, and business information.
• Help maintain administrative systems and ensure information is accurate, current, and easy to access.
• Support other operational and administrative initiatives as needed.

Must Have

• 3+ years of experience in an Executive Assistant, Virtual Assistant, Operations Assistant, Operations Coordinator, or similar role.
• Experience supporting a C-suite executive, business owner, multi-location operation, or fast-growing company.
• Exceptional attention to detail, particularly when working with financial, payroll, vendor, or confidential information.
• Strong problem-solving and prioritization skills, with the ability to work independently and make sound decisions.
• Excellent written and verbal English communication skills.
• Strong organizational skills and the ability to manage multiple priorities and shifting deadlines.
• Comfortable communicating professionally with external vendors, accountants, and service providers.
• Demonstrated ability to handle confidential information with discretion and sound judgment.
• Highly adaptable and comfortable learning new software, systems, and business processes quickly.
• Strong proficiency with common productivity and communication tools.

Tools & Technology

• Google Workspace / Google Suite – Gmail, Google Calendar, Google Drive, and Google Docs/Sheets.
• Microsoft Outlook – email and calendar management.
• Slack and/or Microsoft Teams – internal and external communication.
• Payroll or financial administration software – experience preparing or organizing payroll information is preferred.
• Cloud-based document management systems – maintaining organized digital records and documentation.
• Inventory management systems – experience tracking inventory, usage, or operational data.
• Password management tools such as LastPass or similar platforms.
• AI and productivity tools such as ChatGPT or Claude for drafting, research, documentation, and workflow efficiency.

Nice to Have

• Experience with Gusto or a similar US payroll platform.
• Experience preparing or supporting US payroll.
• Background in healthcare, medical aesthetics, retail, franchise, or multi-location operations.
• Experience working with US-based companies, vendors, or executives.
• Experience creating or maintaining SOPs and operational documentation.
• Experience with accounts payable, invoicing, or vendor management.

What We're Looking For

• Proactive: You don't wait to be told about every next step.
• Highly organized: You can keep multiple priorities, deadlines, and stakeholders on track.
• Detail-oriented: You understand that small errors in payroll, invoices, or executive communications can have significant consequences.
• Resourceful: You can research problems, find answers, and propose solutions independently.
• Adaptable: You can quickly shift between executive support, payroll, vendor coordination, and special projects.
• A strong communicator: You can communicate clearly and professionally with both internal teams and external partners.
• Trustworthy: You can handle confidential financial, payroll, operational, and business information responsibly.