Executive Assistant & Operations Coordinator

• Manage the founder's calendar, appointments, and meeting scheduling
• Organize and prioritize inbox communications, responding or drafting replies where appropriate
• Coordinate domestic and international travel arrangements
• Prepare agendas, meeting notes, and follow up on action items
• Handle confidential business information with professionalism and discretion

• Develop, document, and improve internal systems and workflows
• Create and maintain standard operating procedures (SOPs)
• Organize digital files, business documentation, and operational resources
• Identify opportunities to improve efficiency through automation and process improvements
• Support project coordination to ensure deadlines and deliverables remain on track

• Organize receipts and expense documentation
• Maintain accurate financial records and upload receipts into QuickBooks
• Assist with invoice management and general bookkeeping administration
• Coordinate with external accountants or financial professionals when required

• Act as a professional first point of contact for clients and partners
• Draft, proofread, and organize client communications
• Coordinate meetings, project timelines, and follow-up activities
• Maintain accurate project records and ensure outstanding tasks are completed

• Previous experience supporting executives, founders, or senior leadership
• Excellent written and verbal English communication skills
• Strong organizational and project management abilities
• Experience using Google Workspace and Microsoft Office
• Experience with QuickBooks or similar bookkeeping software
• Ability to manage multiple priorities with exceptional attention to detail
• Comfortable working independently in a remote environment

• Experience working within consulting, professional services, nonprofit organizations, or communications agencies
• Experience building business processes and operational systems
• Familiarity with project management platforms such as Asana, ClickUp, Monday.com, or similar
• Experience supporting growing entrepreneurial businesses
• Interest in continuous improvement and operational excellence

• A highly organized professional who enjoys building systems and creating structure
• Someone with excellent emotional intelligence and exceptional communication skills
• A proactive individual who anticipates needs rather than waiting for direction
• A dependable, trustworthy professional who takes ownership of their responsibilities
• Someone who enjoys supporting mission-driven organizations and contributing to meaningful work
• An adaptable team player who is excited to grow alongside an expanding consultancy

This role is designed for someone looking to become a long-term strategic partner rather than simply providing administrative support. As the consultancy grows, there will be opportunities to take on greater responsibility across operations, project management, client coordination, and business strategy, making a lasting impact on the organization's continued success.