Executive Assistant (Operations Lead)

Job Description

We’re looking for a highly capable, execution-focused Executive Assistant to operate as the operational backbone of a fast-growing relationship services business.

This is not a traditional calendar-only EA role. You will function as a right-hand operator, owning backend systems, workflows, client communication pipelines, and operational infrastructure so the founder can focus on growth and strategy.

The role is hands-on and evolving. In the near term, it includes client communication and matchmaking responsibilities, with the long-term goal of transitioning into a more purely operational leadership role as the business scales.

If you are adaptable, systems-oriented, comfortable with AI tools, and capable of managing high-volume workflows without losing attention to detail, this role is a strong fit.

Why You’ll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Up to 14 days of Paid Time Off annually (starting Day 1)
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you’re most productive
• Direct partnership with the founder
• High-ownership role with real operational influence
• Opportunity to grow into a long-term operations leadership position

What You’ll Work On

Operations and Systems Ownership

• Own and optimize end-to-end workflows from lead generation through conversion and upsells
• Build and refine processes using AI platforms such as Claude combined with structured tracking systems
• Manage backend payment systems and ensure clean financial tracking
• Maintain CRM systems in Notion with accurate client data and communication history
• Create scalable documentation and operating procedures
• Identify bottlenecks and proactively implement operational improvements

Client and Sales Pipeline Management

• Manage high-volume communication across social media DMs, email, and messaging platforms
• Respond to inbound inquiries quickly and professionally
• Qualify leads and move prospects efficiently through the funnel
• Ensure client communication feels personal while maintaining structure
• Keep the sales pipeline active and organized at all times

Matchmaking and Client Experience (Transitional Scope)

• Use AI tools and structured criteria to identify compatible matches
• Send match recommendations and manage client follow-up
• Track feedback and continuously refine selection criteria
• Maintain and manage a growing database of potential matches

Social Media and Content Support

• Respond to social media inquiries and maintain engagement
• Schedule content across social platforms
• Support basic video coordination and content tracking
• Build media kits for brand partnerships
• Track content performance metrics

What You Bring

• 3 to 6+ years of experience in executive support, operations, or startup environments
• Strong operational instincts and systems thinking
• Comfort using AI tools such as Claude in real workflows
• Experience managing CRMs and structured data systems
• Ability to manage high-volume communication without losing attention to detail
• Self-starter mindset with minimal need for oversight
• Strong written communication skills
• Comfort operating in fast-paced, evolving environments

Nice to Have

• Experience in relationship-based businesses or high-touch client services
• Background in startup or founder-led environments
• Familiarity with Notion or similar CRM systems
• Exposure to social media content workflows

How to Apply

Please include:

1. Your updated resume
2. A short 1 to 2 minute Loom video explaining your experience owning operations for a founder or fast-moving business

Only complete applications with a Loom video will be considered.

If you are highly organized, adaptable, and capable of owning both operations and client workflows inside a growing startup, this role offers meaningful responsibility and the opportunity to become a core operator in a scaling business.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.