Executive Assistant & Operations Coordinator (Chief of Staff Track)

Executive Assistant & Operations Coordinator (Chief of Staff Track)

Systemata | Provo, UT | In-Person | Full-Time

Our Mission — Read This First

We help business leaders feel even more stoked about their business than the day they started.

Our vision is to become the most effective, trusted, go-to firm for leaders who want to turn chaos into clarity through systems design and implementation.

We live six values, every day, in everything:

• Unambiguous communication — no vague updates, no guessing games
• Proactive problem solving — see it, own it, fix it before anyone asks
• Framework-focused thinking — principles over one-off hacks
• Data-driven decisions — the scorecard settles debates, not opinions
• Human-centered AI — technology serves people, never the reverse
• Fixing things one time, for all times — every fire becomes a system

If these values do not resonate with you at a deep level, we wish you the best of luck — but please stop reading here. If they do, keep reading.

The Problem You Are Coming to Solve

Systemata is growing fast, and our founder is wearing every single hat — triaging emails, chasing vendors, coordinating schedules, and designing client systems all at once. Because of this administrative bottleneck, projects are at risk of slipping and we are losing valuable hours that should be spent scaling the business.

We do not need a passive button pusher. We need an elite partner who can step into the startup fire, absorb the founder's daily chaos, build the playbooks from scratch, and reclaim 20 hours of founder time every week.

What You'll Own

• The founder's calendar, inbox triage, scheduling, and travel — run weeks ahead, not hours behind
• Front-of-house: phones, visitors, and first impressions for everyone who contacts us
• Office operations: vendors, supplies, mail, filing, and every recurring task that keeps the business moving
• The playbooks: documenting every process you touch so it's fixed one time, for all times

Your ONE KPI: Founder Hours Reclaimed

Every role at Systemata owns exactly one number. Yours:

• What it means: hours per week of recurring operational work you fully own and complete on time — without the founder touching it
• The math: (hours of tasks completed on time and owned end-to-end) per week
• Where it's tracked: the shared company scorecard, updated weekly, reviewed together every Friday
• Success: you own 20 hours per week by day 60

Your Growth Path (This Is Real, and We're Building Fast)

Everyone at Systemata owns one KPI. When you're promoted and hire your replacements, their KPIs mathematically roll up into yours — so your success IS your team's success.

• Level 1 (you, today): Executive Assistant & Operations Coordinator — run everything solo. KPI: Founder Hours Reclaimed.
• Level 2: Executive Assistant & Office Manager — your old role splits into two hires reporting to you: an Office Coordinator (KPI: same-day task completion rate) and a Scheduling & Admin Assistant (KPI: on-time task rate). Your KPI: total team hours reclaimed — the sum of theirs.
• Level 3: Director of Business Operations — add an Internal Systems Coordinator. Your KPI: company-wide on-time execution rate across departments.
• Level 4: Chief of Staff — the founder's right hand. KPI: % of quarterly company priorities delivered on time.

Your First 90 Days

• Day 30: you own the calendar, inbox, and front desk end-to-end — nothing routes through the founder
• Day 60: 20 founder hours/week reclaimed; 10 core playbooks documented and live
• Day 90: the office runs a full founder-absent week without a single dropped ball

Bonus Milestones (up to $10,000/year)

• $2,500 — 10 core operational playbooks documented and live by day 60
• $2,500 — 10 more playbooks live by day 120
• $5,000 — 20 founder hours/week sustained for a full quarter
• Every bonus is payable as cash — or convertible into Slicing Pie equity at 2x value if you'd rather own more of the company

Who You Are: The 5 Non-Negotiables

• You anticipate needs. You don't wait to be told. You look weeks ahead at the calendar and move meetings, prep rooms, order what's needed, and arrange logistics before the founder even sees the conflict.
• You are extremely resourceful. You exhaust Google, tutorials, vendors, and every channel before asking. The founder is your absolute last resort, not your first question.
• You communicate in line with our values. Fast, clear, professional — on every channel, in person and in writing — representing Systemata's standard to everyone you touch.
• You tackle random projects without flinching. When something needs doing and no one owns it yet, you roll up your sleeves. "That's not my job" is not in your vocabulary.
• You are proactively tech-savvy. You master new tools on your own — project management platforms, calendars, CRMs, AI tools — before anyone schedules a training.

Compensation: Security Uncapped Upside

• Base salary: $50,000–$65,000 per year — a guaranteed floor so you can focus on excellence, not rent
• Performance bonuses: up to $10,000 per year tied to objective scorecard milestones (like documenting and launching key operational playbooks by day 60 and day 120)
• Profit sharing from day one: as Systemata's revenue and profit grow, your pay grows with it
• Real ownership, if you want it (Slicing Pie): instead of taking your earned profit share as cash, you can contribute it toward equity using the Slicing Pie framework — a widely used dynamic equity model built on one fair principle: your ownership percentage always equals the value you've put at risk divided by the total value everyone has put at risk. Contribute more, own more. Tracked transparently, adjusted in real time, with fair rules for anyone who leaves.
• Why it matters: we are building Systemata into a sellable asset, with a target exit by the end of 2028. Owners share in that outcome.

This structure is designed for someone with an entrepreneurial edge — hungry, action-taking, unwilling to settle for an average job or an average life, and willing to bet on themselves.

Benefits & Autonomy

• Unlimited PTO — with real trust behind it. We trust you to regulate your own rest. As long as your scorecard is green and your systems run flawlessly in your absence, you have complete autonomy over your time.
• $1,500/year professional development stipend for courses, books, and systems certifications
• The ultimate operational boot camp: you will learn more here about building a company designed to sell than almost anywhere else — because you'll be building it with us.
• 90-day quarterly reviews on objective scorecards; promotions on hard data, not tenure

Rules of Engagement

So there are zero surprises on day 1:

• Communication speed: fast, high-integrity communication. Messages are acknowledged quickly during office hours.
• Professionalism: we're a fun, early-stage firm that demonstrates elite excellence. On video calls and anywhere we represent the firm: cameras on, dressed to represent our future selves.
• Proactive setup: your workspace and core tools are researched, tested, and fully functioning before day one.

Our Hiring Process: The 4-Stage Gauntlet

We never hire off one casual conversation. If you make it through, you'll know you earned it — and so will we.

• Apply: click the link below and submit your application (a short form with a few questions). If approved, we schedule Stage 1.
• Stage 1 — Phone Screen (15 min): logistics, availability, and a first read on communication and enthusiasm.
• Stage 2 — Systems & Scenario Interview (video): we present 3–4 real operational problems from inside Systemata and you walk us through exactly how you'd solve them.
• Stage 3 — Startup Reality Check & Alignment (video or in-person): we dig into your 3-year goals, and we're brutally honest about the messy, chaotic parts of an early-stage startup — so you enter with eyes wide open.
• Stage 4 — Founder Interview (in-person): final culture and values conversation with the founder, onboarding expectations, and the full 2028 vision.

At any stage you may be asked to demonstrate practical skills, domain knowledge, or hands-on ability.

Apply now:
https://api.leadconnectorhq.com/widget/booking/B9SheMOFa70hbzpTVw4I

Pay: $50,000.00 - $65,000.00 per year

Work Location: In person

Salary : $50,000 - $65,000