Executive Assistant / Operations Coordinator

Executive Assistant / Operations Coordinator

We are seeking an exceptional Executive Assistant who can become a true extension of a busy executive. This is not a traditional assistant role where you simply wait for tasks to be assigned. We're looking for someone who enjoys creating order, solving problems, and helping an executive stay focused on what matters most.

To be considered, please submit:

* A short introduction video or audio recording
* Your most updated resume/CV

## Job Description

The executive manages multiple responsibilities and needs a reliable right hand who can take ownership of day to day operations, keep priorities moving, and proactively identify what needs attention.

### What You'll Do

* Manage and organize email inboxes
* Schedule appointments, meetings, and calendar activities
* Handle billing, invoices, account management, and administrative follow ups
* Maintain accurate records, databases, and spreadsheets
* Make outbound calls to clients, vendors, and service providers
* Track projects and ensure deadlines are met
* Create daily and weekly action plans
* Follow up on outstanding tasks and unresolved items
* Conduct research and present solutions when challenges arise
* Coordinate communications between clients, vendors, and stakeholders
* Keep priorities organized and ensure important tasks never fall through the cracks
* Help streamline processes and improve efficiency
* Manage reminders and ensure commitments are completed on time
* Prepare summaries, reports, and updates as needed
* Identify issues before they become problems and take initiative to resolve them

If You Are Someone Who:

* Naturally takes ownership and follows through
* Thinks ahead and anticipates needs
* Is highly organized and detail oriented
* Can confidently manage multiple priorities
* Communicates clearly and professionally
* Is comfortable following up when responses are delayed
* Enjoys solving problems independently
* Can make sound decisions and keep projects moving forward
* Understands how to protect an executive's time and attention
* Is proactive rather than reactive
* Takes pride in creating structure and staying ahead of deadlines

### Requirements

* Previous Executive Assistant, Operations Coordinator, Project Coordinator, or similar experience
* Excellent written and spoken English
* Strong organizational and time management skills
* Experience managing calendars, emails, and client communications
* Comfortable making outbound calls
* Ability to work independently with minimal supervision
* Reliable internet connection and professional work environment
* Availability to work EST hours
* No active commitments that would interfere with this role

Position Details

* Starting rate: $8.50 per hour
* Part time position with the opportunity to transition to full time based on business needs and performance
* Guaranteed raises for strong performers
* Long term growth opportunity

### Application Requirements

To be considered, please submit:

* A short introduction video or audio recording
* Your most updated resume/CV

Applications without an introduction video or audio recording will not be considered.