Operations Executive Assistant (Job ID: GREJAZ1EA)

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C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

 PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

Our client is a high-growth business advisory firm specializing in wealth management, tax optimization, entity structuring, and financial administration for elite professional and collegiate athletes. Operating with a "general contractor" model, the firm oversees $100M+ in assets under management across nearly 60 high-net-worth clients—with each client typically maintaining 3 to 4 separate business entities.

The firm's advisory ecosystem is built on a Five-Bucket Architecture:

1. EARN (Contract & Career Gross Income Maximization)
2. KEEP (Business Advisory, Entity Infrastructure, & Coordination)
3. GROW (Public Equities & Long-Term Investment Wealth)
4. MAKE (NIL, Brand Licensing, & Entrepreneurial Revenue)
5. FILE (Data-Driven Accounting, Tax Compliance, & Financial Records)

Driven by rapid expansion, the team operates on a modern, AI-integrated software stack and is entering a major operational scaling phase to standardize workflows ahead of their peak Q4/Q1 tax planning season.

About the Role:

The Operations Executive Assistant is a strictly back-office, non-client-facing role designed to build infrastructure, maintain operational visibility, and drive task execution across 20+ concurrent projects with shared resources. Working directly alongside the Operations Manager, this individual will bring structure, precision, and velocity to daily operations.

Your focus is entirely internal: maintaining complete data hygiene, filing email attachments into repositories before client meetings, extracting transcript action items, and ensuring seamless cross-segment connectivity. Success hinges on consistent, detail-oriented execution—casual or occasional performance is not acceptable.

Key Responsibilities

1. Internal Workflow Optimization & Tech Stack Management

• Proactive Information Ingestion: Monitor incoming emails and communication channels to extract attachments, bank statements, and financial updates, filing them into designated Google Drive/Notion repositories before live client meetings.
• Project Visibility & Shared Resources: Update and maintain internal fulfillment trackers, bank-status trackers, and vendor logs across 20+ active concurrent projects to maximize staff efficiency without headcount expansion.
• Workflow Automation: Identify manual friction points and leverage AI tools (ChatGPT, Notion, Gemini) to automate daily tasks and streamline staff workload.
• System Integration: Maintain data consistency across the tech stack: Gmail with Gemini, Notion, Google Drive, Slack, Mailchimp, Zoom, DocuSign, and QuickBooks.

2. Meeting Intelligence & Daily Accountability

• Transcription Processing: Extract key action items, tasks, and meeting notes from Zoom recordings and transcripts.
• Action-Item Routing: Assign and track task completion across internal team members and external specialists (CPAs, attorneys, agents).
• Daily Alignment: Utilize Cadence software for daily check-ins, top-priority logging, end-of-day recaps, and SOP tracking.

3. Baseline Financial Operations & Document Upkeep

• 5-Bucket Vault Hygiene: Keep every client entity folder updated across all five buckets with relevant financial records, meeting minutes, required documents, and signed agreements.
• Document Lifecycle Execution: Route signatures via DocuSign, archive signed contracts, and maintain tracking for outstanding documentation.
• Baseline Bookkeeping: Perform baseline financial updates and document linking in QuickBooks across multiple entities per client.

Qualifications & Skills

• Obsessive Precision: Uncompromising standards for accuracy, tracking, and folder hygiene.
• Operational Mindset: Built to organize, track, file, and connect operational dots independently without requiring micromanagement.
• Back-Office Focus: Thrives on internal coordination, repository structure, and systematic data management rather than direct client communication.
• Communication: Clear, effective written and spoken English. Accents (including Latin American or international) are fully welcomed for this back-office role.
• Practical AI & Software Fluency: Skilled in using AI (ChatGPT, Gemini, Manus) and core workspace tools (Notion, Slack, Google Workspace, Cadence, QuickBooks) to maximize execution speed.
• Structured Accountability: Ready to follow a structured 90-day onboarding milestone plan, weekly check-ins, and SOP building guidelines.