Executive Assistant (Operations & Client Coordination)

Job Description

Job Title: Executive Assistant (Operations & Client Coordination)

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Role:

We are seeking a highly organized and proactive Executive Assistant (Operations & Client Coordination) to support daily operations and client coordination for a fast-growing business in the automotive space.

This role goes beyond basic administrative support—you will act as a key operational partner to the founder, managing client communication, coordinating with contractors, and ensuring smooth execution across multiple workflows. The ideal candidate is detail-oriented, resourceful, and comfortable working in a fast-paced environment with shifting priorities.

Responsibilities:

Client Management

• Manage inbound client inquiries and prioritize urgent requests.
• Draft and send professional client communications, including updates and summaries.
• Ensure timely follow-ups and maintain a high-quality client experience.

Contractor Coordination

• Coordinate with freelance contractors on active projects and deals.
• Track progress and ensure timelines and deliverables are met.
• Maintain clear communication between all stakeholders.

CRM & Administrative Management

• Maintain and organize CRM systems, specifically GoHighLevel (GHL).
• Ensure accurate and up-to-date client and deal records.
• Support onboarding by collecting and organizing client information.

Communication & Scheduling

• Manage calendar scheduling, meetings, and daily priorities using Google Calendar and Gmail.
• Prepare materials and context for client or partner calls.
• Support daily check-ins to ensure alignment on priorities.

Research & Reporting

• Conduct light research including market comparisons, inventory checks, and basic data gathering.
• Support decision-making by organizing and presenting relevant information.

What Makes You a Perfect Fit:

• Highly organized with strong attention to detail.
• Proactive and able to work independently with minimal supervision.
• Comfortable managing multiple workflows in a fast-paced environment.
• Strong communicator who can represent the business professionally.
• Reliable and responsive during U.S. working hours.

Required Experience & Skills (Minimum):

• 2+ years of experience supporting a founder, executive, or small business owner.
• Strong hands-on experience with GoHighLevel (GHL).
• Proficiency in Google Workspace (G Suite), including Gmail, Google Calendar, Docs, and Drive — this is a must-have.
• Experience managing client communication and follow-ups.
• Strong organizational and multitasking abilities.
• Excellent written and verbal English communication skills.
• Ability to work independently and manage shifting priorities effectively.
• Reliable internet connection and professional remote work setup.

Tools & Systems:

Must-Have Tools (Non-Negotiable)

• GoHighLevel (GHL)
• Google Workspace (G Suite): Gmail, Google Calendar, Google Docs, Google Drive

Nice-to-Have Tools

• Gamma (or similar presentation tools)
• Slide creation tools (Google Slides, PowerPoint, etc.)
• Notebook LM or similar tools for organization and research

What Does a Typical Day Look Like?

An Executive Assistant’s day is focused on keeping operations organized and ensuring smooth communication across the business. You will:

• Manage client inquiries and follow-ups.
• Coordinate with contractors and track progress.
• Maintain CRM records and ensure data accuracy.
• Schedule meetings and support daily planning.
• Conduct research and organize key information.

In essence: you are the operational backbone, ensuring nothing falls through the cracks while supporting both clients and internal workflows.

Key Metrics for Success (KPIs)

• Responsiveness and quality of client communication.
• Accuracy and organization of CRM and deal tracking.
• Timely coordination and follow-through on tasks.
• Efficiency in managing schedules and priorities.
• Overall operational reliability and support to the founder.

Interview Process:

• Initial Phone Screen
• Video Interview with Recruiter
• Client Interview
• Offer & Onboarding