Executive Operations & Client Success Assistant

Business address: New York City Metropolitan Area

About the Client

A premier career coaching and HR consulting firm serving executives, senior leaders, and professionals throughout the United States, has helped more than 2,000 professionals transform their careers while supporting organizations with talent acquisition, leadership development, and workforce strategy.

It serves executive-level professionals, every client interaction must reflect professionalism, responsiveness, discretion, and exceptional customer service.

Position Overview

We are seeking a highly proactive, detail-oriented, and client-focused Virtual Operations & Client Success Assistant to become the operational backbone of our growing business.

This is not a traditional task-based VA role.

We're looking for someone who takes ownership, anticipates issues before they become problems, communicates proactively, and helps ensure every client and prospect receives an exceptional experience.

The ideal candidate will support both client operations and inbound lead engagement while acting as a trusted liaison between clients, coaches, writers, and leadership.

Role 1: Executive Operations & Client Success Assistant

Manage the complete client journey after enrollment.

Responsibilities include:

• Coordinate new client onboarding
  
• Create and organize client folders and project files
  
• Manage resume and LinkedIn writing projects
  
• Coordinate timelines between clients, writers, coaches, and leadership
  
• Track revisions and ensure project deadlines are met
  
• Monitor project progress through The AI Work Platform for People & Agents | monday.com
  
• Update client records within Zoho CRM
  
• Manage support tickets through Zoho Desk
  
• Organize documents within Zoho WorkDrive
  
• Schedule coaching sessions and appointments
  
• Send invoices and payment reminders when needed
  
• Ensure every client receives timely communication
  
• Follow up on delayed projects or pending client actions
  
• Escalate issues before they become bottlenecks
  
• Support clients with portal access or technical issues via Zoom when necessary
  
• Answer inbound client phone calls and voicemails using RingCentral
  
• Monitor support email inboxes
  
• Maintain accurate documentation and client records
  

Executive Administrative Support

Provide day-to-day support to leadership.

Responsibilities include:

• Calendar management
  
• Appointment scheduling
  
• Google Workspace organization
  
• Microsoft Word and Excel document preparation
  
• File organization
  
• Data entry
  
• Draft creation
  
• Administrative support for Bonnie and Bobby
  
• General executive assistance
  

 Working Hours

Operations Role

• Approximately 20–30 hours per week
  
• Must provide a consistent daily overlap of 2–3 hours during U.S. Eastern Time business hours
  
• Remaining hours may be completed flexibly
  

 Required Skills & Qualifications

Communication

• Exceptional written and spoken English
  
• Neutral or professional English accent
  
• Confident communicating with:
  
• CEOs
  
• Executives
  
• Vice Presidents
  
• Senior Managers
  
• HR Leaders
  
• Professional phone etiquette
  
• Excellent email writing skills
  
• Strong relationship-building ability
  

Technical Skills

Experience with:

• Zoho CRM
  
• Zoho Desk
  
• Zoho WorkDrive
  
• The AI Work Platform for People & Agents | monday.com
  
• Slack
  
• Google Workspace
  
• Microsoft Office
  
• Zoom
  
• RingCentral
  
• LinkedIn Sales Navigator
  
• Facebook Business Suite
  
• Instagram
  
• AI tools (ChatGPT and Claude)
  

The ideal candidate should know how to leverage AI to improve efficiency while exercising sound judgment and maintaining a personal, authentic communication style.

Soft Skills

We value attitude as much as experience.

The ideal candidate is:

• Highly reliable
  
• Extremely organized
  
• Detail-oriented
  
• Proactive
  
• Self-managed
  
• Resourceful
  
• Tech-savvy
  
• Curious and eager to learn
  
• A strong problem solver
  
• Comfortable troubleshooting software issues independently
  
• Accountable
  
• Able to work with minimal supervision
  
• Professional under pressure
  
• Adaptable in a fast-paced environment
  

Most importantly, this person should take ownership of their work, identifying stalled projects, following up without prompting, and communicating issues before they become problems.

Preferred Experience

• Virtual Executive Assistant
  
• Client Success Coordinator
  
• Operations Coordinator
  
• Project Coordinator
  
• Customer Success
  
• Executive Coaching
  
• HR Consulting
  
• Recruitment
  
• Professional Services
  
• High-touch client service environments
  

Experience supporting U.S.-based businesses or executive-level clientele is highly preferred.

Performance Expectations

Success will be measured by:

• Timely client onboarding
  
• Fast response times
  
• Accurate CRM updates
  
• Project completion without delays
  
• Consistent follow-up
  
• Quality appointment bookings
  
• Excellent client experience
  
• Minimal oversight required
  
• Strong communication
  
• Initiative and ownership
  

Growth Opportunity

This role begins part-time but is expected to grow alongside the business.

We are looking for someone interested in building a long-term career with Bonnie Career Services, with the opportunity to transition into a full-time leadership support position as the company expands.

Ideal Candidate Summary

The ideal Virtual Assistant is more than an administrator—they are a trusted operational partner who:

• Thinks ahead instead of waiting for instructions
  
• Communicates confidently with executive-level clients
  
• Notices problems before leadership does
  
• Takes complete ownership of assigned responsibilities
  
• Maintains exceptional attention to detail
  
• Learns quickly and embraces technology
  
• Represents the Bonnie Career Services brand with professionalism, empathy, and excellence in every interaction