Executive Operations Assistant

Job Overview

We are hiring an experienced, highly organized, and proactive Executive Operations Assistant to support leadership in a fast-growing financial services and insurance organization in the United States.

This role is ideal for someone who excels at data entry, CRM management, project coordination, accountability, communication, and operational support. You will work directly with leadership to keep business systems updated, projects moving forward, data organized, and departments accountable so nothing falls through the cracks.

Key Responsibilities

Operations & Data Management

Collect, enter, organize, and maintain business data within spreadsheets, trackers, and CRM systems
Import, update, and manage lead, client, agent, and business data
Create and maintain reports, dashboards, trackers, and documentation for leadership
Monitor project progress, deadlines, and team accountability
Provide leadership with clear updates on completed, pending, and urgent items
Ensure accuracy, organization, and consistency across business systems

Executive & Leadership Support

Organize leadership priorities, action items, notes, and follow-ups
Track pending decisions, approvals, and urgent action items
Coordinate meetings, team communications, and leadership initiatives
Maintain confidentiality and professionalism when handling client and business information

Marketing & Administrative Support

Assist with content scheduling, posting, and marketing calendar management
Coordinate social media and marketing-related administrative tasks
Support event promotions, team communications, and business initiatives

Systems & Process Improvement

Create and maintain systems that improve organization and accountability
Identify gaps, inefficiencies, and opportunities for process improvement
Help improve workflows and communication across departments

Qualifications

3+ years of experience as an Executive Assistant, Operations Coordinator, Project Coordinator, Data Entry Specialist, or similar role
Experience supporting executives, founders, or multiple department leaders
Strong organizational, project management, data entry, data management, and follow-up skills
Experience with data entry, CRM management, spreadsheet tracking, and maintaining accurate business records
Proficient with GoHighLevel (or similar CRM), ClickUp (or similar project management software), Google Workspace, Google Sheets, Canva, GroupMe, and other business productivity tools
Ability to manage multiple priorities and deadlines in a fast-paced remote environment
Excellent written and verbal English communication skills
Financial services, insurance, recruiting, sales support, or agency experience preferred

Important Traits

We are looking for someone who is:

Proactive and takes initiative without being asked
Highly organized and detail-oriented
Strong in follow-through, accountability, and execution
Resourceful and able to solve problems independently
Confident communicating with leadership and tea ---------- mbers
Reliable, responsive, and consistent during business hours
Comfortable working in a fast-paced, high-expectation environment
Takes ownership of responsibilities and follows tasks through to completion
Comfortable handling confidential client and business information
Able to track metrics, reports, appointments, and business performance data accurately

Work Expectations

Full-time availability and responsiveness during business hours
Daily communication and status updates with leadership
Ability to manage shifting priorities and urgent requests
Strong ownership of tasks, deadlines, and communication
Consistent follow-up with tea ---------- mbers and department leaders
Ability to work independently while keeping leadership informed
Commitment to accuracy, organization, and accountability

Compensation

$500–$750/month based on experience, skills, and demonstrated performance