Executive Assistant – Operations Support | Remote | U.S. Hours
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
About the Role
We’re hiring a highly organized and proactive Executive Assistant – Operations Support to support leadership while keeping day-to-day business operations organized, efficient, and moving forward.
This is more than a traditional administrative role. You’ll serve as an operational backbone for leadership, owning scheduling, follow-ups, onboarding coordination, documentation, internal communication, and workflow organization.
If you have experience in executive support, operations coordination, calendar management, onboarding, or administrative operations and are known for making sure nothing falls through the cracks, this role could be a strong fit.
What You’ll Own
Executive & Administrative Support
- Manage leadership calendars, scheduling, and meetings.
- Coordinate appointments and priorities across U.S. business hours.
- Support leadership with day-to-day administrative and operational requests.
- Prepare meeting information, reminders, and follow-ups.
- Anticipate scheduling conflicts and operational needs before they become issues.
Operations & Workflow Coordination
- Track ongoing:
- Tasks
- Requests
- Deadlines
- Follow-ups
- Operational workflows
- Coordinate across internal teams to keep work moving.
- Follow up proactively on outstanding action items.
- Identify bottlenecks, inconsistencies, or missed details.
- Support process improvements that make workflows more efficient.
Onboarding Support
- Coordinate onboarding workflows and required next steps.
- Track onboarding progress and outstanding items.
- Communicate with relevant teams, clients, and stakeholders.
- Maintain accurate onboarding records and documentation.
- Ensure a smooth and organized onboarding experience.
Documentation & Systems Management
- Maintain clean and accurate records across company systems.
- Organize digital files, shared folders, and internal documentation.
- Keep information structured, accessible, and up to date.
- Work regularly within:
- Google Workspace
- Slack
- CRM systems
- Online collaboration and operational tools
Communication & Follow-Through
- Coordinate communication between leadership, internal teams, clients, and other stakeholders.
- Draft clear and professional emails and updates.
- Track commitments and ensure follow-ups happen on time.
- Maintain strong visibility into outstanding tasks and priorities.
What Makes You a Strong Fit
- You are exceptionally organized and detail-oriented.
- You naturally follow through without needing repeated reminders.
- You anticipate needs instead of waiting for instructions.
- You communicate clearly and professionally.
- You can manage multiple priorities without losing accuracy.
- You enjoy bringing structure to fast-moving environments.
- You notice inconsistencies and missing details quickly.
- You are comfortable working independently with minimal supervision.
Required Experience & Skills
- 3+ years of experience as an:
- Executive Assistant
- Administrative Assistant
- Operations Coordinator
- Virtual Assistant
- Similar executive/operations support professional
- Experience directly supporting executives, leadership teams, or operational workflows.
- Strong calendar and scheduling management experience.
- Excellent written and verbal English communication.
- Strong documentation and administrative coordination skills.
- Proficiency with:
- Google Workspace
- Slack
- CRM systems
- Online collaboration tools
- Excellent time management and prioritization skills.
- Ability to work independently in a remote environment.
- Strong problem-solving and follow-through.
Nice to Have
- Experience coordinating client or employee onboarding.
- Startup or high-growth company experience.
- Experience creating or maintaining:
- SOPs
- Process documentation
- Workflow trackers
- Experience improving administrative or operational processes.
- Experience supporting multiple departments or stakeholders.
What a Typical Day Looks Like
Your day may include:
- Reviewing leadership calendars and priorities.
- Scheduling and coordinating meetings.
- Following up on outstanding action items.
- Tracking onboarding progress.
- Updating CRM records and operational trackers.
- Organizing documents and shared systems.
- Coordinating with clients and internal teams.
- Identifying upcoming deadlines or potential bottlenecks.
- Supporting leadership with administrative and operational requests.
- Improving workflows that could be handled more efficiently.
In short: you keep leadership organized, workflows moving, documentation accurate, and operational details under control.
Key Metrics for Success
- Administrative and operational tasks completed accurately and on time.
- Minimal scheduling conflicts or missed follow-ups.
- Smooth and timely onboarding coordination.
- Clean, accurate, and organized documentation.
- Strong visibility across active workflows and priorities.
- Reduced operational delays and coordination gaps.
- High leadership confidence in your reliability and execution.
Why This Role Stands Out
- Work directly with leadership in a growing business.
- High ownership and autonomy.
- Exposure to both executive support and business operations.
- Opportunity to improve processes rather than simply maintain them.
- Fully remote environment.
- Long-term growth potential into:
- Senior Executive Assistant
- Executive Operations
- Operations Coordinator
- Operations Manager
- Chief of Staff support roles
Apply Now
If you’re an experienced Executive Assistant, Virtual Assistant, or Operations Coordinator who excels at scheduling, organization, follow-through, onboarding, and keeping fast-moving operations under control, we’d love to hear from you.
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