Executive Assistant & Operations Coordinator
About the Role
In this role you will providing critical executive support to the CEO. You will be the day-to-day backbone of the business, managing communications, coordinating with the team, building and maintaining SOPs, supporting invoicing and proposals, and ensuring nothing falls through the cracks.
You will work directly with the CEO on a daily basis, joining client calls, keeping projects on track, and proactively identifying ways to support the business. This is not a passive support role. The right person anticipates what’s needed, follows through without being asked twice, and is always thinking about how to do things better.
Engagement Details
• Contract type: Part-Time (potential to grow to full-time)
• Work arrangement: Fully remote
• Hours: EST business hours required
• Availability: Must be available for client calls and team check-ins during EST business hours
Key Responsibilities
Inbox & Communications Management
• Review, prioritize, and sort the CEO and project team inboxes daily
• Respond to routine emails within 24 hours; escalate complex or high-priority items promptly
• Flag leads, referrals, and partnership opportunities requiring the CEO’s direct attention
• Draft polished, professional, outgoing emails, proposals, and follow-ups
• Monitor inbox cleanliness, archive and organize on a regular basis
Calendar Management
• Book meetings promptly, confirm with attendees, and include all relevant details
• Proactively avoid scheduling conflicts and double-bookings
Administrative & Operational Support
• Organize and maintain project files across Google Drive and shared folders
• Keep all shared workspaces (ClickUp, Google Drive, Gmail) clean and up to date
Lead Generation & Follow-Up
• Assist with lead generation tasks, including CRM updates and outreach coordination
• Research and compile a list of potential clients weekly and add to CRM
• Reach out to a set number of leads via email or LinkedIn on a weekly cadence
• Schedule and maintain a check-in cadence with referral partners (quarterly at minimum)
• Update the CRM with accurate lead details and track responses efficiently
Project Management & Team Coordination
• Manage active client projects in ClickUp: create tasks, track deadlines, and keep statuses current
• Follow up with team members on overdue or at-risk tasks proactively
• Weekly and as-needed calls with the CEO. Provide the CEO with a weekly project status summary and flag any issues or risks
• Join client calls to capture action items and update project management tools in real time
• Build and maintain ClickUp automations based on documented SOPs
SOP Creation & Process Improvement
• Draft, document, and refine Standard Operating Procedures for recurring workflows (e.g., client onboarding, deliverables review, project launch and close)
• Proactively identify bottlenecks and recommend process improvements without being prompted
• Keep process documentation organized and accessible so the team operates consistently
Client Touchpoints & Support
• Monitor the team inbox for client and project emails. Ensure no communication is missed
• Coordinate client onboarding and offboarding logistics
• Schedule calls and manage time zone differences for remote meetings
Invoicing & Financial Administration
• Create and send invoices within 24 hours of project milestones or per payment schedule, with zero errors
• Track overdue invoices and follow up within 5 business days
• Assist with customizing proposals in HoneyBook
• Follow up with prospects and leads to move them toward a decision
Who You Are
• A self-starter who identifies what needs to be done and does it
• A strong communicator, professional, warm, and clear in writing and on calls with both the team and clients
• Highly organized with a love of systems
• Proactive about follow-up
• Comfortable on client-facing calls, represent the business confidently and take direction quickly
• Always asking “how can this be better?” Continuous improvement is part of how you work
• Calm under pressure with the ability to juggle multiple priorities in a fast-moving environment
• Comfortable operating independently and managing your own workflow and time
Requirements
This is a part time role
Up to $6/hr
100% Remote