Executive Assistant, Sales & Operations Coordinator

Executive Assistant, Sales & Operations Coordinator

Company: Executive Functions, Inc. 

Location: Fully remote (schedule based on Eastern Time)

Employment Type: Full-Time Hourly Employee, Non-Exempt (approximately 35–37 hours/week, not to exceed 40)

Schedule: Monday–Friday, 9:00 AM–1:00 PM and 2:00–5:00 PM Eastern Time (6:00–10:00 AM and 11:00 AM–2:00 PM Pacific), with a one-hour lunch break, plus up to one hour each on Saturday and Sunday for weekend lead coverage. See Hours & Schedule below.

Compensation: $25-$30 per hour, DOE, plus benefits

Reports to:  Founder/CEO (works closely with the Director of Operations on operations tasks)

Position Summary

We are seeking a highly organized, proactive, and dependable Executive Assistant, Sales & Operations Coordinator to support the Founder/CEO and leadership team across EF Coaching Academy (EFCA) and EF Specialists (EFS). This role works as an extension of the Founder and moves between two areas: sales coordination and executive support for the Founder, and recurring operations work shared with the Director of Operations.

Role Priority

The top priority of this role is
revenue generation. Scheduling prospective clients for discovery and consultation calls with the Founder is one of the organization’s biggest revenue drivers. Therefore, booking and managing the Founder’s calendar for these calls comes first, supporting both:

• EFCA: Educators and professionals interested in becoming executive function coaches
• EFS: Parents and individuals seeking executive function coaching services

When priorities compete, call setting takes precedence. The Founder will help reprioritize other responsibilities as needed.

The ideal candidate is a polished, responsive communicator who enjoys working in a fast-moving, service-oriented environment. This individual will manage multiple priorities, meet deadlines, follow through consistently, and handle confidential information with discretion. Because this is an evolving role, responsibilities may shift as the organization grows and business needs change, including how work is divided with the Founder’s Administrative Assistant. 

Key Responsibilities

Sales Coordination & Call Setting (Top Priority)

• Respond to new EFCA and EFS leads and applicants as quickly as possible, ideally the same day, while their interest is highest.
• Book discovery and consultation calls on the Founder’s calendar, aiming for the same or next business day, and schedule follow-up calls, since many enrollments close over two or three conversations.
• On Thursdays and Fridays, prioritize filling the Founder’s Monday calendar (and Tuesday where possible).
• Use weekend coverage hours to reply to leads that arrive over the weekend and book them for the coming week.
• Manage lead communication and records in the CRM (HighLevel) for both EFCA and EFS, keeping lead information accurate and follow-up timely.
• Coordinate lead coverage and handoffs with the Founder’s Administrative Assistant across time zones, and cover their sales and scheduling work when they are out.

Executive & Administrative Support

• Manage the CEO’s calendar, meetings, appointments, and follow-ups.
• Prepare meeting materials and track action items and deadlines.
• Draft and proofread emails, documents, and communications.
• Maintain organized digital files, records, spreadsheets, and trackers.
• Coordinate projects and administrative tasks from start to completion.
• Conduct research and assist with special projects.
• Turn incoming requests into a clear plan: date each task, break projects into subtasks with deadlines, and flag anything that must happen the same day as urgent.
• Bring decisions to the Founder in a ready-to-answer format, such as yes or no, with a stated default and deadline (for example, “If I don’t hear back by 3 PM, I’ll proceed with no”), so work keeps moving while the Founder is on calls.
• Close the loop: when an issue the Founder raised is resolved, confirm that it is done and how it was checked.

Communication & Operations

• Communicate professionally with staff, clients, families, vendors, and partners.
• Coordinate information and follow up on outstanding requests.
• Clear every communication channel (email, Slack, text, and WhatsApp) each workday: respond, turn each item into a task with a plan and timeline, or let the right person know it has been deprioritized.
• Serve as a reliable point of coordination across leadership, staff, prospective clients, current clients, and families, ensuring questions and outstanding requests are routed appropriately and followed through to completion.
• Assist with client and employee onboarding and scheduling, documentation, and related follow-up to support a smooth and professional experience.
• Take ownership of recurring, deadline-driven operations tasks such as payroll, time tracking, billing, and HR administration, so the Director of Operations can focus on strategy and culture building. This includes reviewing information for completeness and accuracy, meeting fixed deadlines such as biweekly payroll, and escalating discrepancies when appropriate. 
• Assist with business and insurance compliance and related documentation.
• Follow company privacy and data-security practices for confidential information and remote work, such as using a VPN on networks outside the home.
• Maintain accurate information across company systems, calendars, CRM/database tools, spreadsheets, and operational trackers, with strong attention to data quality and follow-through. 
• Assist with other duties as needed to support the organization.

Qualifications

• Associate’s or Bachelor’s degree preferred, or an equivalent combination of relevant education and professional experience.

• 2+ years of experience in executive support, administrative coordination, sales coordination, client services, operations, or a similar role preferred.
• Strong organizational, communication, and time-management skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities and work independently.
• Professional, dependable, resourceful, and responsive.
• Technologically confident and comfortable learning and working across multiple platforms, including scheduling, CRM/database, communication, document-management, and time-tracking systems. 
• Proficiency with Google Workspace, Microsoft Office, or similar tools.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Experience supporting an executive or founder and working with remote teams is strongly preferred. Experience with CRM systems, sales/client coordination, project management, HR/payroll, billing, or scheduling platforms is a plus. 

What We’re Looking For

We are looking for someone who anticipates needs, communicates proactively, follows through without repeated reminders, and takes ownership of details. The right person has a strong sense of urgency, understands that revenue-generating work comes first, and can reprioritize quickly when business needs change. When the workload is more than the available hours allow, they raise it early so priorities can be adjusted together rather than letting tasks slip. They are organized, dependable, resourceful, and collaborative, comfortable balancing executive support with client-facing, sales-coordination, and operations responsibilities, and they care about the impact executive function coaching has on students, families, and professionals.

Hours & Schedule

This is a full-time, hourly position of approximately 35–37 hours per week. The standard weekday schedule is Monday–Friday, 9:00 AM–1:00 PM and 2:00–5:00 PM Eastern Time (6:00–10:00 AM and 11:00 AM–2:00 PM Pacific), with a one-hour lunch break from 1:00–2:00 PM Eastern, for a total of 35 weekday hours.

The role also includes up to one hour on Saturday and one hour on Sunday to respond to leads that arrive over the weekend and book calls for the coming week. Leads come in from every time zone, and the Founder generally does not take calls on weekends, so this time keeps Monday’s calendar full. Weekend hours are a priority in the first few weeks and may move to an as-needed basis once Thursday and Friday booking consistently fills Monday.

Hours may be shifted between days, or added for a specific project, when business needs allow and the Founder approves in advance. Total hours, including weekend coverage, may not exceed 40 in a workweek. Certain meetings, client inquiries, deadlines, payroll, time tracking, and operational responsibilities will require responsiveness or availability at specific times.

Success in this role requires dependable weekday coverage, prompt communication, and timely follow-through. Flexibility is supported, but the employee must remain responsive during agreed-upon working and coverage hours, answering the Founder’s calls whenever possible and returning missed calls or texts within about an hour.

Weekly hours may fluctuate during school breaks or slower business periods. Any material schedule changes will be communicated as business needs evolve. All hours worked must be accurately recorded in the company’s designated scheduling and time-tracking system.

Planned time away should be shared as early as possible: at least one month ahead for multi-day absences and one to two weeks ahead for single-day appointments. Because this role carries responsibilities that would be hard to cover on short notice, we ask for as much advance notice as possible (ideally more than two weeks) before any planned departure or major change in availability, so we can plan the transition together.