Executive Business Operations Specialist

Executive & Operations Assistant

Location:Remote (full U.S. Eastern Time overlap)Employment Type:Full-time ICReports to:Owner

About the Company

We are a rapidly growing U.S.-based bathroom remodeling franchise scaling quickly after a strong first year. Our owner is currently workinginthe business — handling scheduling, reporting, admin, and day-to-day operations personally. We need an operations-minded right hand to change that.

About the Role

This role exists to free the owner from the mundane so he can focus on growth. This is not an order-taker seat. We're looking for a proactive executive/operations assistant who anticipates needs, spots bottlenecks in current processes, and cleans them up without being asked. You'll own the owner's calendar and priorities, run recurring reporting and audits, handle internal admin, and take on a set of light customer-facing and social tasks. Think of it as part executive assistant, part operations coordinator.

Key Responsibilities

Executive Support
* Manage the owner's calendar, daily priority list, and meeting prep ("here's your day / here's next week")
* Triage and manage the owner's inbox and communications
* Coordinate travel, appointments, and personal/business scheduling as needed
* Take meeting notes, track action items, and follow up to closure
* Handle internal administrative work and keep the owner organized and ahead of deadlines
Reporting & Operations
* Pull, compile, and audit recurring reports and data; surface trends and flag issues
* Identify process bottlenecks and propose or implement fixes
* Document SOPs and build simple templates and checklists to standardize how the business runs
* Support light CRM upkeep, data entry, and workflow organization
* Assist with vendor/contractor communication and follow-up
* Provide light bookkeeping support (expense tracking, invoicing, basic AP/AR organization)
* Handle research tasks and one-off projects
* Support hiring/onboarding administration as the team grows
Customer & Online Presence (light)
* Handle select customer-service tasks and follow-ups
* Basic social media upkeep: schedule posts, respond to comments/DMs
* Maintain the Google Business Profile — organize existing before/after photos and publish posts regularly (using AI tools to assemble simple before/after posts from photos already provided)

Required Qualifications
* 2+ years as an executive assistant, operations assistant, or similar, ideally supporting a founder/owner directly
* Proactive, resourceful, and highly organized; strong written and verbal English
* Proficiency with Google Workspace and/or Microsoft Office, especially spreadsheets
* Comfortable with CRMs and common project/task management tools (e.g., Asana, Trello, ClickUp, Monday)
* Discretion and reliability handling sensitive business and owner information
* AI-literate — fluent with tools like ChatGPT/Claude for reporting, content, and automation (required)
* Full Eastern Time overlap

Preferred Qualifications
* Business operations or chief-of-staff-style experience for higher-end candidates
* GoHighLevel CRM experience
* Experience building SOPs and standardizing processes in a small or scaling business
* Comfort with basic social/Google Business Profile management and light bookkeeping tools

Ideal Candidate Profile

You are proactive, highly organized, and calm in a fast-moving founder-led environment. You see what needs doing before you're told, you like turning chaos into systems, and you're comfortable wearing several hats — from calendar and reporting to a quick customer reply or social post. You take work off the owner's plate permanently, not temporarily.