Executive Assistant & Operations Coordinator

About the Role:

A highly organized, proactive, and detail-oriented Executive Assistant & Operations Coordinator is needed to support a fast-paced entrepreneur managing multiple businesses and personal brands.

This role will serve as a strategic right-hand support partner responsible for executive administration, calendar management, inbox management, social media coordination, project execution, and day-to-day operational support. The ideal candidate thrives in a dynamic environment where priorities shift frequently and tasks range from structured administrative work to ad hoc projects and research initiatives.

The successful candidate is highly dependable, resourceful, tech-savvy, and capable of independently managing responsibilities with minimal oversight. Strong problem-solving skills, consistent follow-through, and the ability to leverage AI tools to improve efficiency are essential.

Key Responsibilities:

Executive & Administrative Support

• Manage executive calendars, scheduling, and appointment coordination
• Organize and maintain inboxes, communications, and follow-ups
• Coordinate meetings, reminders, and scheduling logistics
• Provide day-to-day executive support across multiple businesses and projects
• Assist with administrative tasks, research, and operational requests

Project & Task Management

• Manage and track multiple projects simultaneously
• Execute ad hoc assignments and special projects with minimal supervision
• Conduct research, gather information, and present findings clearly
• Ensure assigned tasks are completed accurately and on time
• Maintain organized workflows and task tracking systems

Social Media & Content Coordination

• Manage social media calendars and content scheduling
• Coordinate with content creators and marketing team members
• Assist with content organization, publishing schedules, and tracking
• Support social media operations and administrative marketing tasks
• Help maintain consistency across content workflows

AI & Technology Support

• Utilize AI tools to improve productivity and efficiency
• Research solutions independently using AI-assisted workflows
• Learn and adapt to new tools, systems, and technologies
• Assist with process improvements and workflow optimization
• Support technology-related administrative initiatives when needed

Communication & Relationship Management

• Coordinate scheduling and communications with podcast guests, partners, and external contacts
• Assist with follow-up communications and appointment confirmations
• Handle simple client-facing interactions and administrative requests
• Maintain professional communication across multiple stakeholders
• Support relationship management and operational coordination activities

Qualifications & Ideal Traits:

Must-Have

• Previous Executive Assistant, Operations Coordinator, or Administrative Support experience
• Strong calendar and inbox management skills
• Excellent organizational and project management abilities
• Experience using AI tools for productivity, research, and task execution
• Strong written and verbal English communication skills
• High attention to detail and strong follow-through
• Ability to manage multiple priorities in a fast-paced environment
• Proactive, resourceful, and solution-oriented mindset
• Ability to work independently with minimal supervision

Preferred

• Experience supporting entrepreneurs, founders, or executives managing multiple businesses
• Familiarity with ClickUp, Slack, Google Workspace, and productivity tools
• Experience supporting social media coordination and content scheduling
• Basic design or content creation skills
• Experience working with AI-powered workflows and automation tools

Working Environment:

• Fully remote role
• Full-time schedule aligned with Pacific Time Zone
• Fast-paced entrepreneurial environment
• Combination of recurring responsibilities and ad hoc projects
• High level of autonomy and ownership expected
• Long-term growth opportunity supporting multiple businesses and brands