Executive Assistant& Business Operations Specialist

EXECUTIVE ASSISTANT & BUSINESS OPERATIONS SPECIALIST Location: Global Job Type: Full-Time Working Hours: US Hours / Strong PT Overlap Work Arrangement: Remote

Job Overview We are looking for a highly organized, proactive, and tech-savvy Executive Assistant & Business Operations Specialist to operate as an extension of a fast-moving executive. This is a high-autonomy role combining executive support, business operations, coordination, and administrative ownership. The ideal candidate is someone who can take limited direction, understand what needs to happen, and run with it - ensuring priorities are handled and nothing falls through the cracks. You’ll work across inbox and calendar management, travel and logistics, client and partner coordination, contracts, finance follow-ups, recruiting, onboarding, and external communications.

Core Focus Executive support and day-to-day management Business operations and cross-functional coordination Inbox, calendar, meetings, and travel management Client, partner, and external stakeholder communication Contract, finance, recruiting, and administrative follow-through Keeping priorities organized and ensuring nothing gets dropped Key Responsibilities Executive Support Own and manage the executive’s inbox and calendar Coordinate meetings, scheduling, agendas, and follow-ups Manage travel planning, logistics, and related arrangements Track action items, deadlines, and outstanding priorities Anticipate needs and proactively resolve issues before they become problems Draft emails, messages, and other communications on the executive’s behalf

Business Operations Coordinate with clients, partners, vendors, and other stakeholders Manage contracts and NDAs through review, signature, and completion Track invoices and follow up on finance-related items Coordinate with legal, accounting, and other external partners Support recruiting, candidate coordination, and onboarding Maintain organized records, documentation, and operational workflows Follow up across teams to ensure tasks are completed and deadlines are met Identify gaps or bottlenecks and take ownership of getting them resolved Communication & Coordination Communicate professionally with internal and external stakeholders Represent the executive professionally in written communications Keep stakeholders informed and ensure follow-ups happen on time Handle confidential and sensitive information with discretion

Must-Haves Proven experience as a Senior Executive Assistant, Executive Business Partner, Operations Coordinator, Chief of Staff-style EA, or similar role Experience supporting a senior executive, founder, or leadership team Strong organizational and time-management skills Extremely detail-oriented with excellent follow-through Highly proactive and comfortable working with limited direction Strong written and verbal communication skills Experience coordinating across multiple teams, clients, or external partners Comfortable handling confidential and sensitive information Strong problem-solving skills and ability to prioritize in a fast-moving environment Highly tech-savvy and able to quickly learn new systems and tools Strong Google Workspace experience

Nice-to-Haves Experience in a startup, agency, or high-growth environment Experience supporting business operations in addition to executive support Experience with contracts, NDAs, invoicing, recruiting, or onboarding Experience working with US-based executives or teams Experience using AI tools to improve productivity and workflows Experience managing multiple priorities with changing deadlines

Tools Google Workspace - Gmail, Calendar, Drive, Docs, Sheets Slack Claude / ChatGPT Notion Project and task management platforms Comfortable learning new tools and systems quickly What Success Looks Like

First 30 Days Understand the executive’s priorities, working style, communication preferences, and existing workflows Take ownership of inbox, calendar, scheduling, and follow-ups Become familiar with key clients, partners, vendors, and internal stakeholders Identify immediate opportunities to improve organization and efficiency

First 60 Days Independently manage the majority of day-to-day executive support Take ownership of operational follow-ups across contracts, finance, recruiting, onboarding, and external partners Establish reliable systems for tracking priorities, deadlines, and outstanding items Anticipate needs and proactively manage upcoming priorities

First 90 Days Operate as a trusted extension of the executive Manage priorities with minimal direction and strong judgment Ensure projects, communications, and follow-ups consistently move forward Create greater efficiency and visibility across the executive’s day-to-day operations Become the person who ensures nothing falls through the cracks

Proven experience as a Senior Executive Assistant, Executive Business Partner, Operations Coordinator, or Chief of Staff-style EA supporting a senior executive, founder, or leadership team, with strong organizational and time-management skills, extreme detail-orientation, proactive work style with limited direction, excellent written and verbal communication, experience coordinating across multiple teams and external partners, and ability to handle confidential information.

Experience in a startup, agency, or high-growth environment, experience supporting business operations in addition to executive support, experience with contracts, NDAs, invoicing, recruiting, or onboarding, experience working with US-based executives or teams, and experience using AI tools to improve productivity and workflows.

Google Workspace including Gmail, Calendar, Drive, Docs, and Sheets, Slack, Claude or ChatGPT, Notion, and project and task management platforms.