Executive & Operations Assistant

EXECUTIVE & OPERATIONS ASSISTANT — RG SYSTEMS

ABOUT US
RG Systems is an embedded IT MSP based in New York City. We support software companies, fintech firms, and professional studios by living inside their Slack and Teams workspaces — we're not a help desk they ticket into; we're the IT team that works like we work there. We move fast and we need someone who can keep up.

SHIFT
8:00AM–5:00PM EST, Monday–Friday (40 hours/week)
Please only apply if you can commit to this schedule reliably and have a stable home setup.

THE ROLE
You'll report directly to the founder and help keep the business moving. This is a delegation, dispatch, and follow-through role — you'll monitor incoming client requests, acknowledge them fast, assign them to the right person, and make sure nothing falls through the cracks. You'll also manage a daily task list, chase down open items across the team and vendors, and send a clear end-of-day summary of where everything stands.
No two days will look exactly the same. You need to be organized, proactive, and comfortable working with minimal hand-holding once you understand the priorities.

WHAT YOU'LL DO

Monitor client Slack workspaces and Teams channels for incoming support requests and send an initial acknowledgment within 15 minutes
Assign tickets to the appropriate technician in Jira Service Management based on issue type and availability
Follow up on open tickets until resolved and close the loop with the client
Manage the founder's inbox and flag anything that needs a response, action, or follow-up
Chase down open items with vendors, clients, and internal tea ---------- mbers so the founder doesn't have to
Maintain a daily task list and send an end-of-day status report covering what got done, what's pending, and what's blocked
Coordinate scheduling, calls, and follow-ups across time zones
Draft emails, follow-up messages, and internal communications on behalf of the founder
Help keep internal documentation and Confluence pages current
Support onboarding coordination for new hires and new clients
Handle miscellaneous research, vendor outreach, and admin tasks as they come up
Support founder with events and networking opportunities to evolve CRM

WHAT WE'RE LOOKING FOR

3+ years supporting a founder, executive, or small business owner remotely
Exceptionally organized — you track everything and nothing slips
Excellent written and spoken English — you'll be communicating with clients and vendors on behalf of the founder and may be on Zoom calls
Proactive, not reactive — you follow up without being asked
Comfortable in a fast-moving environment where priorities shift
Proficient in Gmail or Outlook, Microsoft Teams, Hubspot, and Slack
Familiar with Jira or any project/ticketing tool
Reliable internet and a quiet, professional home workspace

NICE TO HAVE

Experience supporting a technical or IT services company
Familiarity with Confluence or any documentation tool
Experience with calendar tools, CRMs, or billing platforms

TO APPLY
Send your resume and a short note describing a time you had to manage multiple open items for someone and keep everything on track. What was your system and how did you make sure nothing got missed? We read every application.