Executive Assistant - 18976

We are seeking a highly organized, proactive Executive Assistant / Operations Coordinator to support a fast-paced leadership team in maintaining structure, clarity, and operational efficiency.

This role is critical in ensuring executives are focused on high-value work by managing schedules, communications, documentation, and cross-functional coordination. You will also play a key role in improving internal systems, supporting EOS-style operations, and keeping projects, priorities, and accountability processes on track.

• Increased executive time freed up for strategic work
• Improved operational clarity and task execution across teams
• Strong internal organization of systems, tools, and documentation
• High stakeholder satisfaction (internal team, contractors, and clients)

Executive & Administrative Support

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  Manage executive calendars, scheduling, and daily prioritization

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  Handle inbox management and communications support

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  Coordinate ad hoc requests and shifting priorities with flexibility

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  Prepare agendas, take meeting notes, and maintain organized records

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  Support presentation creation and document formatting

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  Assist with light social media or external communication tasks when needed

• Create, organize, and maintain key company documents, including:

  • Contracts, proposals, SOWs, MSAs

  • Employee and contractor agreements

  • Internal policies and handbooks

  • Meeting minutes and leadership notes

• Maintain structured filing systems in Google Drive or similar tools

• Maintain and improve project management systems (ClickUp or similar)

• Support tool and subscription management (Slack, Harvest, etc.)

• Coordinate onboarding for employees, contractors, and vendors

• Track and support hardware and resource allocation

• Assist in system clean-up and process organization

• Support invoice creation, tracking, and updates

• Assist with pricing updates and client billing adjustments

• Coordinate compliance tracking across regions/states

• Follow up with accountants or finance partners as needed

• Support basic tax-related administrative coordination

• Support weekly leadership / Level 10-style meetings

• Track priorities, issues, scorecards, and action items

• Ensure follow-ups are assigned and completed

• Assist in quarterly and annual planning preparation

• Maintain visibility of company goals and key metrics

• Coordinate onboarding and internal employee experience tasks

• Support employee recognition, milestones, and internal communications

• Help organize quarterly meetings, trainings, and check-ins

• Assist with gifts, swag, and engagement initiatives

• Arrange travel (flights, hotels, transport, logistics)

• Support internal retreats, team events, and offsite planning

• Manage reimbursements and travel documentation

• 3+ years experience as an Executive Assistant, Operations Coordinator, or similar role

• Strong experience with Google Workspace (Docs, Sheets, Calendar, Drive)

• Familiarity with project management tools (ClickUp preferred)

• Excellent organizational and time management skills

• Strong written and verbal communication abilities

• Comfortable working across multiple priorities in a fast-paced environment

• Tech-savvy and quick to adopt new systems and tools

• Proactive, detail-oriented, and highly reliable

• Experience supporting leadership teams in remote or agency environments

• Familiarity with EOS (Entrepreneurial Operating System) or similar frameworks

• Strong problem-solving mindset and ability to anticipate needs

• High ownership mentality and strong follow-through