Executive Assistant & Operations Coordinator

Position Overview

We are seeking an exceptionally organized, proactive, and dependable Executive Assistant & Operations

Coordinator to serve as the right hand to the CEO. This individual will be responsible for managing

calendars, communications, administrative operations, and special projects while helping ensure the

smooth day-to-day operation of multiple growing businesses.

The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, communicates

professionally, and enjoys bringing order and efficiency to complex situations. This role requires strong

organizational skills, attention to detail, discretion, and the ability to independently manage a wide variety

of responsibilities.

This position is perfect for someone who enjoys wearing multiple hats, solving problems, improving

systems, and becoming an integral part of a growing organization.

Key Responsibilities

Executive Support

• Manage and maintain the CEO’s calendar, appointments, meetings, and travel arrangements.
• Coordinate internal and external meetings, including agendas, logistics, and follow-up items.
• Prioritize competing requests and ensure the CEO’s time is utilized effectively.
• Serve as a gatekeeper for incoming requests, communications, and scheduling needs.
• Track deadlines, commitments, and action items.

Email & Communication Management

• Monitor and manage multiple email inboxes.
• Draft, edit, and send professional correspondence on behalf of the CEO.
• Organize and prioritize incoming communications.
• Ensure timely follow-up on important emails, commitments, and client requests.
• Serve as a liaison between leadership, clients, vendors, and team members.

Administrative Operations

• Prepare reports, presentations, spreadsheets, and business documents.
• Maintain organized digital filing systems and company records.
• Assist with contract management and document tracking.
• Create and maintain standard operating procedures and administrative systems.
• Support data entry, record keeping, and general office administration.

Operations Coordination

• Coordinate projects across departments and business units.
• Track project timelines, deliverables, and follow-up items.
• Assist with vendor communication and relationship management.
• Support event planning, company meetings, and special initiatives.
• Identify opportunities to improve efficiency and operational processes.

Team & Client Support

• Assist with onboarding and administrative HR functions.
• Help coordinate schedules, meetings, and communications among team members.
• Support client-facing communication when needed.
• Ensure a high level of professionalism and responsiveness across all interactions.

Personal Assistance (Occasional)

• Coordinate personal appointments, reservations, and travel arrangements as needed.
• Assist with occasional personal administrative tasks to support executive productivity.
• Qualifications
• 3 years of administrative, executive assistant, office management, or operations support experience.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency with Microsoft Office, Google Workspace, and common business software.
• Ability to prioritize multiple projects simultaneously.
• High level of professionalism and discretion.
• Strong attention to detail and follow-through.
• Self-motivated with the ability to work independently.
• Experience supporting business owners, executives, or leadership teams.
• Familiarity with CRM, project management, and scheduling software.
• Experience in hospitality, events, customer service, or service-based businesses.
• Associate's or Bachelor's degree preferred but not required.

Success in This Role Looks Like

Within the first 90 days, this individual will:

• Create greater organization and efficiency around executive communications.
• improve calendar management and meeting coordination.
• Reduce administrative burdens on leadership.
• Ensure projects and follow-up items are completed on time.
• Become a trusted partner in daily business operations.

Personal Attributes

The ideal candidate is:

Highly organized

Resourceful and proactive

Detail-oriented

Professional and polished

Calm under pressure

Dependable and trustworthy

Positive and solution-focused

Adaptable and eager to learn

If you love organization, enjoy helping others succeed, and take pride in keeping things running smoothlybehind the scenes, we'd love to hear from you.

Pay: $22.00 - $28.00 per hour

Expected hours: 32.0 – 40.0 per week

Benefits:

• Paid time off
• Professional development assistance

Work Location: In person

Salary : $22 - $28