Senior Executive Assistant & Executive Operations Partner
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AI Summary
TurFresh is seeking an experienced, highly proactive Senior Executive Assistant and Executive Operations Partner to support our General Manager. The role may evolve into a shared function supporting our Owner/CEO, who also leads Express Chipping.
This is not a traditional administrative-assistant position. You will help operate the executive office by protecting the GM’s time, anticipating needs, preparing for meetings, capturing decisions, and ensuring that requests and commitments are followed through to completion.
A central purpose of the role is to serve as the GM’s “external memory”—maintaining one reliable view of emails, requests, delegated work, unanswered questions, deadlines, and commitments so important matters do not disappear between meetings or communication channels.
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What You Will Own
- Own and continuously optimize the GM’s calendar based on business priorities.
- Review upcoming days and weeks for conflicts, deadlines, preparation needs, missing meetings, and unresolved commitments.
- Prepare concise agendas, background information, open decisions, and recommended next steps.
- Capture decisions, owners, deadlines, and commitments from meetings.
- Maintain one trusted system for requests, delegated items, promised responses, open questions, and leadership commitments across email, Teams, meetings, and conversations.
- Review sent emails and open conversations for missing responses or conclusions, then resurface them before they are forgotten.
- Follow up until each important item is completed, deferred, canceled, or otherwise closed.
- Coordinate priorities and follow-through across sales, marketing, operations, finance, and leadership.
- Draft clear executive communications, summaries, briefings, and action lists.
- Identify recurring scheduling, accountability, and workflow problems and recommend practical solutions.
- Handle personnel, financial, operational, and strategic information with exceptional discretion.
- Use Microsoft 365 and AI tools responsibly to improve executive productivity and automate repetitive workflows.
Required Qualifications
- Five or more years of progressively responsible executive-support experience.
- At least three years directly supporting a founder, CEO, President, General Manager, or similarly senior executive.
- Experience beyond calendars and travel, including meeting preparation, leadership follow-through, project tracking, or executive-office operations.
- Professional written and spoken English.
- Strong proficiency with Outlook, Teams, and Microsoft 365.
- Consistent availability during Pacific Time business hours.
- A private, reliable workspace appropriate for confidential executive conversations.
- Strong judgment, discretion, organization, initiative, and follow-through.
- Ability to work independently in a fast-moving company with changing priorities.
Strong Advantages
- Residence in Rio de Janeiro with reliable availability for occasional in-person support.
- Residence elsewhere in Brazil with practical access to Rio de Janeiro.
- Experience supporting an entrepreneurial or founder-led company.
- Experience in home services, field services, construction, multi-location services, or another operationally complex business.
- Experience building or improving executive-office operating systems.
- Background combining executive assistance with project management or business operations.
- Experience working remotely with North American executives.
- Practical experience using AI, workflow automation, CRM systems, dashboards, or project-management platforms.
Location note: Rio residency is a material selection advantage because the role may include local and in-person support while the GM is in Brazil. It is not an absolute requirement; clearly superior candidates elsewhere will be considered.
What Success Looks Like
Within the first 90 days:
- The GM spends materially less time correcting the calendar, remembering commitments, searching for prior requests, and prompting follow-ups.
- Meetings consistently begin with the necessary context and end with documented actions, owners, and deadlines.
- Conflicts, unanswered requests, overdue items, and preparation needs are identified before the GM raises them.
- Important requests are reliably captured across meetings, Teams, email, and other channels.
- The executive office operates through a dependable daily and weekly rhythm.
- Sensitive information and access are handled with unquestioned discretion.
The Right Person
You do not define success as merely completing assigned tasks. You understand the purpose behind a request, anticipate what will be needed next, and take responsibility for the intended outcome. You are comfortable owning administrative details while also exercising judgment, recognizing risks, and recommending better ways to operate.
This role may be a strong fit for an experienced Senior Executive Assistant, Executive Business Partner, Strategic Executive Assistant, Executive Operations Partner, or junior-level Chief of Staff who still enjoys personally owning the details of executive support.
Please submit:
- Your résumé.
- Your current location and time zone.
- Your compensation expectations in USD.
- Your availability to work Pacific Time hours and your earliest possible start date.
- A brief description of the senior executives you have supported.
- A two- to three-minute introduction video explaining why you would be effective as an executive’s “external memory” and how you consistently close open loops without being reminded.
Please include the words “TurFresh Executive Operations Partner” in your video.
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