4+ years of experience as an Executive Assistant, Operations Assistant, or Administrative Manager, ideally supporting executives or founders.
Strong technical skills with HubSpot, ClickUp (or similar), Google Workspace, Slack, and CRM systems; able to manage invoicing through HubSpot.
Availability to work in Central Time with flexibility for tasks outside regular hours in a fast-paced startup environment.
Highly organized, proactive, and detail-oriented with excellent written and verbal communication; able to manage multiple priorities independently and act as an extension of leadership.
Requirements:
Executive Support: Manage complex calendars, schedule internal, client, and strategic meetings; coordinate meeting logistics, agendas, and follow-ups; monitor and manage email inboxes; assist with prioritizing tasks and managing shifting priorities.
Operations / Administrative Support: Prepare and send client invoices; track billing status; pull reports from systems (HubSpot, ClickUp, dashboards); maintain and update internal systems for data accuracy; document processes and workflows; assist with project coordination and operational tasks.
Task / Project Management: Track tasks and initiatives in project management tools (ClickUp or similar); ensure deadlines are met; follow up on deliverables; maintain organization across client and internal projects; document meeting notes and action items.
Communications / Coordination: Draft internal and external communications for leadership; coordinate communication among leadership, team, and clients; maintain clarity and alignment on priorities.
Job description
This is a remote position.
About The Company
The company is a B2B revenue operations and CRM consultancy that helps businesses optimize, implement, and scale CRM systems to improve marketing, sales, and operational performance. It provides consulting, system optimization, and strategic support, emphasizing efficiency, automation, and long-term scalability.
About The Role
This is a senior Executive Assistant role supporting company leadership in managing daily operations and strategic priorities. The ideal candidate is highly organized, proactive, and tech-savvy, with strong experience in HubSpot, ClickUp, and calendar management tools. They thrive in a fast-paced environment, communicate clearly, anticipate needs, and act as an extension of leadership, managing tasks and priorities independently. Responsibilities include calendar and email management, invoicing, project tracking, and coordinating communications across teams and clients. Strong operational, analytical, and interpersonal skills are essential.
Responsabilities
Executive Support
Manage complex calendars, including scheduling internal, client, and strategic meetings.
Coordinate meeting logistics, agendas, and follow-ups.
Monitor and manage email inboxes; draft and respond to communications.
Assist with prioritizing tasks and managing shifting priorities.
Operations & Administrative Support
Prepare and send client invoices; track billing status.
Pull reports from systems (HubSpot, ClickUp, dashboards).
Maintain and update internal systems for data accuracy.
Support documentation of processes and workflows.
Assist with project coordination and operational tasks.
Task & Project Management
Track tasks/initiatives in project management tools (ClickUp/similar).
Ensure deadlines are met; follow up on deliverables.
Maintain organization across client and internal projects.
Assist in documenting meeting notes and action items.
Communications & Coordination
Draft internal and external communications for leadership.
Coordinate communication among leadership, team, and clients.
Maintain clarity and alignment on priorities.
Personal Administrative Support
Assist with limited personal scheduling and logistics.
Manage personal admin tasks to support executive efficiency.
Other Duties as may be assigned
Requirements
4+ years as an Executive Assistant, Operations Assistant, or Administrative Manager, ideally supporting executives or founders.
Strong tech skills and familiarity with HubSpot, ClickUp (or similar), Google Workspace, Slack, and CRM systems; able to manage invoicing through HubSpot.
Availability to work in Central Time with flexibility for tasks outside regular hours; comfortable in a fast-paced startup environment.
Highly organized, proactive, and detail-oriented with strong operational and analytical skills.
Excellent written and verbal communication; able to act as an extension of leadership.
Ability to manage multiple priorities simultaneously and follow through on tasks independently.
High level of discretion, professionalism, and reliability.
