Executive Assistant & Operations Coordinator

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a growing flooring and remodeling company focused on improving operational efficiency, customer communication, scheduling, and internal organization as the business continues scaling. Leadership is seeking a highly proactive Executive Assistant capable of helping manage day-to-day operations, communication, scheduling, and administrative coordination across the business.

Location

Fully Remote | 9 AM - 5 PM EST

Role Overview

The Executive Assistant & Operations Coordinator will serve as a key support partner to leadership, helping manage schedules, follow-ups, customer communication, operational coordination, and administrative workflows.

This role requires someone highly organized, detail-oriented, proactive, and capable of staying on top of multiple moving pieces without constant oversight. The ideal candidate can anticipate needs, create structure, maintain organization, and help leadership operate more efficiently in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Manage calendars, scheduling, reminders, and meeting coordination

• Organize inboxes and assist with follow-ups and communication management

• Help prioritize tasks and maintain day-to-day organization

• Assist with administrative support, documentation, and reporting

Operations & Coordination

• Coordinate schedules, appointments, and operational workflows

• Help track projects, timelines, and pending tasks

• Communicate with customers, vendors, subcontractors, and internal teams

• Assist with operational organization and process management

CRM & System Management

• Maintain accurate records within Odoo and internal systems

• Assist with customer records, invoicing coordination, and workflow tracking

• Help ensure operational systems remain organized and updated

Customer Communication

• Follow up with customers regarding scheduling and project updates

• Maintain professional communication and responsiveness

• Help ensure customer interactions are organized and timely

Qualifications

Experience

• 2+ years of experience in executive assistance, administrative support, operations coordination, or similar roles

• Experience supporting leadership in fast-paced business environments preferred

• Experience working inside CRM or ERP systems preferred

Skills

• Strong organizational and time management skills

• Excellent written and verbal English communication

• Strong attention to detail and follow-through

• Ability to multitask and work independently

• Proactive mindset with strong problem-solving abilities

• Experience using Odoo, Google Workspace, QuickBooks, CRM systems, and Slack preferred

What Success Looks Like

• Leadership becomes more organized and operationally efficient

• Calendars, communication, and follow-ups are consistently managed

• Internal workflows and systems remain organized and updated

• Customer communication becomes more streamlined and responsive

• Leadership spends less time managing administrative bottlenecks

Opportunity

This is an excellent opportunity to join a growing company and become a key operational support partner to leadership. The right candidate will play an important role in helping create organization, structure, and operational efficiency as the company continues scaling while working closely with leadership in a fast-paced environment.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form

• Record a video showcasing your skill sets