EXECUTIVE OPERATIONS MANAGER

Position Overview
We are seeking a highly capable Executive Assistant to support the company owner in managing daily operations, driving organizational efficiency, and implementing systems and processes across the team.

This role goes beyond traditional executive assistance. The ideal candidate will operate as a strategic partner, anticipating needs, managing workflows independently, and helping streamline operations, technology systems, and internal communication. The position requires someone proactive, highly organized, and comfortable working with minimal supervision.

Key Responsibilities

Executive Support & Workflow Management

• Manage executive email flow and prioritize communication.
• Convert meeting notes into actionable tasks and track progress.
• Organize and manage task workflows using task management tools.
• Maintain and optimize the executive calendar, including time-blocking and scheduling.
• Support the executive in maintaining organization, efficiency, and focus.
• Help manage company information flow and internal knowledge systems.

Technology & Systems Management

• Drive effective usage of the company's technology ecosystem including:
  • Apple devices (Mac, iPhone, iPad)
  • Microsoft tools (Outlook, OneDrive, SharePoint, Teams, MS Office)
• Improve internal processes and ensure systems are effectively used by the team.
• Provide training, documentation, and guidance to team members on technology workflows.
• Manage CRM tools for contact management, relationship tracking, and travel coordination.

AI & Research Support

• Assist with AI-driven projects including industry research and analysis.
• Support preparation of materials such as board reports and research summaries.
• Assist in implementing AI tools for workflows, documentation, and operational efficiency.

Project & Operations Management

• Develop and maintain internal operating procedures and documentation.
• Support implementation of operational frameworks and team processes.
• Coordinate internal initiatives such as sales meetings, leadership events, and training materials.
• Track project progress and ensure initiatives move forward efficiently.

Marketing & Content Support

• Assist with marketing-related activities such as LinkedIn posting and content coordination.
• Support development of marketing materials such as white papers and presentations.
• Help maintain consistency in company communications and messaging.

Qualifications

• Proven experience as an Executive Assistant, Operations Manager, or Chief of Staff.
• Strong organizational and project management skills.
• Ability to work independently and proactively anticipate needs.
• Experience with Microsoft 365 tools (Outlook, Teams, OneDrive, SharePoint).
• Comfortable working with Apple ecosystem devices.
• Familiarity with CRM systems and productivity tools.
• Strong written and verbal communication skills.
• High level of discretion and ability to manage confidential information.
• Ability to work during U.S. Eastern Time hours.

Preferred Qualifications

• Experience implementing workflow systems and operational processes.
• Familiarity with AI productivity tools and automation platforms.
• Experience supporting senior executives or founders in fast-paced environments.
• Strong attention to detail with the ability to manage multiple priorities.

What We Offer

• Opportunity to work closely with company leadership in a high-impact role.
• Competitive compensation for highly qualified candidates.
• Remote work environment with a collaborative international team.