Executive Assistant (Operations & Client Coordination) - job 2 of 2
Job Title: Executive Assistant (Operations & Client Coordination)
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
About the Role:
We are seeking a highly organized and proactive Executive Assistant (Operations & Client Coordination) to support daily operations and client coordination for a fast-growing business in the automotive space.
This role goes beyond basic administrative support—you will act as a key operational partner to the founder, managing client communication, coordinating with contractors, and ensuring smooth execution across multiple workflows. The ideal candidate is detail-oriented, resourceful, and comfortable working in a fast-paced environment with shifting priorities.
Responsibilities:
Client Management
- Manage inbound client inquiries and prioritize urgent requests.
- Draft and send professional client communications, including updates and summaries.
- Ensure timely follow-ups and maintain a high-quality client experience.
Contractor Coordination
- Coordinate with freelance contractors on active projects and deals.
- Track progress and ensure timelines and deliverables are met.
- Maintain clear communication between all stakeholders.
CRM & Administrative Management
- Maintain and organize CRM systems, specifically GoHighLevel (GHL).
- Ensure accurate and up-to-date client and deal records.
- Support onboarding by collecting and organizing client information.
Communication & Scheduling
- Manage calendar scheduling, meetings, and daily priorities using Google Calendar and Gmail.
- Prepare materials and context for client or partner calls.
- Support daily check-ins to ensure alignment on priorities.
Research & Reporting
- Conduct light research including market comparisons, inventory checks, and basic data gathering.
- Support decision-making by organizing and presenting relevant information.
What Makes You a Perfect Fit:
- Highly organized with strong attention to detail.
- Proactive and able to work independently with minimal supervision.
- Comfortable managing multiple workflows in a fast-paced environment.
- Strong communicator who can represent the business professionally.
- Reliable and responsive during U.S. working hours.
Required Experience & Skills (Minimum):
- 2+ years of experience supporting a founder, executive, or small business owner.
- Strong hands-on experience with GoHighLevel (GHL).
- Proficiency in Google Workspace (G Suite), including Gmail, Google Calendar, Docs, and Drive — this is a must-have.
- Experience managing client communication and follow-ups.
- Strong organizational and multitasking abilities.
- Excellent written and verbal English communication skills.
- Ability to work independently and manage shifting priorities effectively.
- Reliable internet connection and professional remote work setup.
Tools & Systems:
Must-Have Tools (Non-Negotiable)
- GoHighLevel (GHL)
- Google Workspace (G Suite): Gmail, Google Calendar, Google Docs, Google Drive
Nice-to-Have Tools
- Gamma (or similar presentation tools)
- Slide creation tools (Google Slides, PowerPoint, etc.)
- Notebook LM or similar tools for organization and research
What Does a Typical Day Look Like?
An Executive Assistant’s day is focused on keeping operations organized and ensuring smooth communication across the business. You will:
- Manage client inquiries and follow-ups.
- Coordinate with contractors and track progress.
- Maintain CRM records and ensure data accuracy.
- Schedule meetings and support daily planning.
- Conduct research and organize key information.
In essence: you are the operational backbone, ensuring nothing falls through the cracks while supporting both clients and internal workflows.
Key Metrics for Success (KPIs)
- Responsiveness and quality of client communication.
- Accuracy and organization of CRM and deal tracking.
- Timely coordination and follow-through on tasks.
- Efficiency in managing schedules and priorities.
- Overall operational reliability and support to the founder.
Interview Process:
- Initial Phone Screen
- Video Interview with Recruiter
- Client Interview
- Offer & Onboarding
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