Role Overview
The
client is seeking a highly organized, proactive, and trustworthy Executive
& Business Operations Assistant to
support the CEO across three growing businesses. This individual will be
instrumental in helping the CEO stay focused, clients feel supported, and
opportunities move forward. You will act as an extension of the CEO’s
operations — solving problems, following up on sales opportunities, organizing
schedules, managing communications, and ensuring no task falls through the
cracks. This role is ideal for someone who thrives in a fast-paced environment,
enjoys a variety of responsibilities, and can balance professionalism with
relational warmth. You’ll work closely with clients, prospects, and internal
teams to drive both execution and satisfaction.
Key Responsibilities
Executive
& Personal Assistant
- Manage and organize the CEO’s calendar across
business and personal commitments.
- Schedule internal and external meetings with
clarity and foresight.
- Coordinate travel logistics and reservations.
- Send reminders, prep materials, and follow-up on
action items after meetings.
- Provide light personal support (bill pay,
scheduling, etc.).
Client & Sales Support
- Track and follow up on sales leads and proposals
across all three companies.
- Manage CRM tools, update lead statuses, and
prepare weekly reports.
- Draft intro emails, follow-ups, and basic
proposals.
- Ensure timely replies and updates to prospects
and current clients.
- Collect testimonials and feedback for marketing
and client satisfaction.
Operations
& Administration
- Monitor accounts receivable, follow up on
outstanding invoices, and maintain billing spreadsheets.
- Keep administrative systems clean and organized
(Google Drive, Asana, Slack, etc.).
- Support team workflows by flagging loose ends
and open loops.
- Summarize key info or documents for CEO review.
- Help coordinate internal meetings and company
events.
Communication
& Content
- Distribute company updates, assets, and
information to partners and stakeholders.
- Draft light copy for outreach emails, updates,
and reminders.
- Assist with LinkedIn lead generation outreach
(ETC and No Fools).
- Maintain contact lists across all brands.
Additional
Support Areas
- Outreach & Lead Generation
- CRM management and automation of follow-ups.
- Email outreach to strategic partners (churches,
athletes, creatives).
- LinkedIn engagement with potential partners and
ambassadors.
- Project Management & Internal Process
Support
- Draft scopes, proposals, or prep docs for
review.
- Clean and maintain Asana task boards.
- Coordinate with freelancers and vendors
(videographers, printers, etc.).
Marketing
& Content Execution
- Support marketing email campaign prep
(Mailchimp, ConvertKit).
- Conduct basic research for blogs, emails, or
client projects.
- Schedule social media posts and manage inbox
triage.
Customer
Retention & Experience
- Coordinate client gifting and thank-you notes.
- Schedule quarterly check-ins or feedback
surveys.
- Track client wins for case studies and
proposals.
Finance
& Administration
- Assist with bookkeeping and QuickBooks/Xero
reconciliation.
- Organize contracts and payment terms.
- Monitor vendor payments and subscriptions.
Requirements
Education
- Diploma or Bachelor’s degree.
- Equivalent of 16 years of formal English
education.
- Neutral, sounding English accent; professional
fluency in English.
Experience
- 2–3 years as an Executive Assistant in relevant
fields (administration, operations,
- creative or marketing industries).
Technical
Requirements
Own
computer, phone, and high-speed internet (≥100 Mbps).
Required Skills & Attributes
- Highly organized, detail-oriented, and
self-managing.
- Excellent communicator in written and spoken
English.
- Tech-savvy, eager and open to learning and
adopting AI tools to reduce redundancies.
- Flexible, adaptable, and able to jump into
various tasks(social media tasks and other small-scale business functions)
as needed.
- Trustworthy, discreet, and respectful of
confidentiality.
- Bonus: Familiarity with Asana, Slack,
QuickBooks, Google Suite, CRMs.
How to Apply
