Executive Assistant (Operations & Growth)

Executive Assistant: Operations & Growth

• Position Type: Remote / Full-Time (LATAM)

• Working hours: Monday to Friday 9 am to 6 pm EST - FT - 40 hours a week.

• Compensation: $1,500 - $2,200 USD per month (based on experience)

About the role

We are looking for a high-level Executive Assistant who thrives at the intersection of operational precision and business growth. This is not just a scheduling role; you will be the "engine room" of our business, ensuring our CRM is spotless, our marketing is consistent, and our leadership stays focused.

The ideal candidate possesses a "Gatekeeper" mentality—protecting the Owner’s time while proactively identifying opportunities to expand our community footprint.

Key Areas of Responsibility

1. CRM & Performance Analytics

• CRM Administration: Management of the CRM. Audit lead pipelines daily to ensure no prospect is missed and data stays "clean." Assist with lead follow up if needed.

• Productivity Tracking: Monitor and report on Front Desk response times and lead conversion rates.

• Clinical Performance: Measure and report on Lead RN performance metrics.

• Weekly Scorecards: Gather data for weekly staff meetings.

• Member Benefit Reports: Run and distribute Member Benefit reports on the 1st and 15th of each month for front desk action. Assist in member outreach if needed.

2. Marketing, Social Media & Outreach

• Community Growth: Proactively research and schedule B12 pop-up booths and partnership events with local businesses (gyms, spas, etc.).

• Content Design: Use Canva to create professional graphics for monthly specials and internal/external promotions.

• Booker Marketing Suite: Manage and optimize the Booker Marketing Suite for automated client retention and email campaigns.

• Newsletters: Produce and distribute monthly staff and client newsletters.

• Desired, but not required skill: Social Media Management: Manage Instagram and Facebook presence, including weekly posting and community engagement for all locations.

3. Operations & Team Support

• Scheduling: Manage and publish monthly staff schedules

• Payroll Prep: Calculate and distribute biweekly tip allocations to ensure timely and accurate payroll. Calculate membership commissions for payroll.

• Franchise Communications: Listen to monthly Area Developer meetings and provide clear, actionable recaps to the Franchisees via email.

• Email Management: Oversee multiple inboxes, prioritizing urgent tasks and filtering out noise.

4. Executive Support & Wellness

• Calendar Mastery: Strategic management of the Owner’s calendar.

• The "Gatekeeper" Mentality: Proactively ensuring the Owner has time blocked for meals, exercise, and self-care to prevent burnout.

Qualifications & Skills (must have)

• Minimum 3+ years of experience as an EA or Operations Coordinator, specifically working with USA-based clients.

• Proven experience in a fast-paced startup or small business environment where adaptability is key.

• Exceptional written and verbal communication skills for both internal recaps and external outreach. English language (C1/C2 level)

• Proficient in Canva, CRM management, and Booker (or similar scheduling/marketing suites).

• Analytical Mindset: Comfortable working with numbers, spreadsheets, and performance metrics.

• Ability to work independently and anticipate needs before they are explicitly stated.

• Operational Excellence: Highly organized with a knack for building and maintaining systems.

• Proactive Nature: You don't wait for instructions; you anticipate needs and solve problems before they escalate.

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