Executive Operations Assistant

Executive Operations Assistant

Location:RemoteEmployment Type:Full-Time (Contractor)Working Hours:U.S. business hours (CST preferred)Reports to:Founder / Executive

About the Role

We are seeking ahighly organized, detail-oriented Executive Operations Assistantto support a fast-moving business acrossexecutive support, operations, and light marketing functions.

This is not a traditional VA role. You will act as aright hand to the executive, helping manage day-to-day priorities, maintain operational systems, and ensure nothing falls through the cracks.

The ideal candidate is someone who thrives in ahigh-ownership environment, is systems-minded, and can seamlessly switch between administrative tasks, data management, and light content execution.

Key Responsibilities

1. Executive Support (≈40%)
* Manage inbox: triage, draft responses, flag priorities, and maintain organization
* Own calendar management: scheduling, rescheduling, and optimizing the executive’s time
* Coordinate meetings, calls, and internal/external communications
* Track action items and follow-ups to ensure execution
* Act as a gatekeeper and facilitator for the executive’s time and priorities

2. Operations & Data Management (≈40%)
* Maintain and update CRM systems with accuracy and consistency
* Input and manage contracts viaDocuSign, Excel, or internal systems
* Track deal flow, client information, and operational data
* Assist in building and improving internal workflows and processes
* Ensure all systems (CRM, documents, trackers) are clean, organized, and up-to-date

3. Marketing & Content Support (≈20%)
* Assist with content posting across social media or marketing platforms
* Schedule posts and maintain content calendars
* Support light content formatting, organization, or repurposing
* Coordinate with internal or external marketing resources as needed

Ideal Candidate Profile

Must-Have
* 2–5+ years of experience as:Executive AssistantOperations AssistantHigh-level Virtual Assistant
* Executive Assistant
* Operations Assistant
* High-level Virtual Assistant
* Strong experience with:Inbox and calendar managementCRM systems (HubSpot, Salesforce, or similar)Google Workspace (Docs, Sheets, Calendar)
* Inbox and calendar management
* CRM systems (HubSpot, Salesforce, or similar)
* Google Workspace (Docs, Sheets, Calendar)
* High attention to detail and strong organizational skills
* Excellent written and verbal English communication
* Ability to manage multiple priorities and meet deadlines
* Proactive mindset with strong ownership and follow-through

Nice-to-Have
* Experience withDocuSign or contract management workflows
* Basic Excel proficiency (data entry, formatting, light tracking)
* Exposure to marketing tools or social media platforms
* Experience supporting founders, executives, or small teams

What Success Looks Like
* The executive’s inbox and calendar are fully organized and optimized
* CRM and operational systems are consistently accurate and up-to-date
* Contracts and data are processed efficiently with minimal errors
* Communication flows smoothly across internal and external stakeholders
* The executive is freed up to focus on high-value strategic work

Why This Role is Compelling
* High-impact role working directly with a business leader
* Broad exposure acrossoperations, executive support, and marketing
* Opportunity to grow into a more senior operations or chief-of-staff type role
* Fast-paced environment with strong ownership and autonomy