Executive Assistant

Employment Type: Full-Time, Remote
Schedule: Monday to Friday, 9:00 AM to 6:00 PM CST (open to extend after hours or weekend just if needed)
Starting Rate: $1,200 USD per month, depending on experience

About the Role:
We are looking for a highly proactive, organized, dependable, and experienced Senior Executive Assistant to support our Operations Lead and assist with the company’s day-to-day administrative and operational needs.
You will directly report to and work most closely with the Operations Lead. You may also communicate with and support the CEO when needed, but the Operations Lead will remain your primary manager and point of contact.
You will be responsible for connecting the dots across conversations, calendars, tasks, communication platforms, and ongoing projects. We need someone who can identify missing information, catch potential problems early, and follow through on tasks before they need to be escalated to leadership.
The workload is generally light and manageable, but you must remain available, attentive, and responsive throughout your scheduled working hours. Occasional after-hours or weekend support may be needed for urgent administrative, scheduling, or sales-related matters.

Key Responsibilities:
Manage and review executive and team calendars every morning
Check sales calls and appointments for scheduling conflicts, overlaps, or missing information
Coordinate meetings, reschedules, calendar updates, and appointment confirmations
Monitor Slack, GHL and Podium for unanswered messages, pending requests, and urgent concerns
Complete accurate data entry and keep company records updated
Assist with employee and contractor onboarding and offboarding
Assist with offboarding and the removal of system access when needed
Support the Operations Lead with daily administrative and operational responsibilities
Assist the CEO directly when requested or when urgent support is needed
Bridge communication between the Operations Lead, CEO, sales team, and other departments
Follow up with team members to gather updates and move tasks forward
Identify incomplete tasks, missing details, communication gaps, and potential operational issues
Track open action items until they are fully completed or resolved
Support the sales closers with scheduling and basic administrative needs
Handle other executive assistant, administrative, and operations-related tasks as assigned

What We Are Looking For?
We are not looking for someone who only waits for instructions or checks tasks off a list.
We need someone who takes full ownership of their responsibilities and understands the bigger picture behind each task.

The ideal candidate:
Communicates clearly, professionally, and consistently
Responds quickly during working hours
Follows up when messages, approvals, or information are still pending
Is comfortable calling or using another communication method when an urgent message is not receiving a response
Notices problems before they are pointed out
Connects information across different conversations, platforms, and departments
Keeps track of open tasks until they are fully completed
Accepts feedback professionally and applies it moving forward
Does not respond to important feedback with only “okay,” “noted,” or “oh”
Clearly explains what happened, what action was taken, and how the issue will be prevented in the future
Asks relevant questions when clarification is genuinely needed
Makes sound decisions without requiring constant supervision
Understands urgency and knows when an issue needs to be escalated
Has exceptional attention to detail
Is highly dependable, accountable, and organized
Is always thinking one or two steps ahead

Required Qualifications:
At least five years of professional Executive Assistant experience
Experience directly supporting a CEO, executive, Operations Lead, Operations Manager, or senior leadership team
Excellent written and verbal English communication skills
Strong organizational and time-management skills
Exceptional attention to detail
Strong task management and follow-through
Ability to communicate confidently and professionally
Reliable internet connection
Dependable computer and backup work setup
Comfortable working US Central Time hours

Experience using the following tools is strongly preferred:
Monday.com
Slack
Google Calendar
Google Workspace
Zoom
Podium
GoHighLevel or GHL
DocuSign

*Experience using CRM systems, scheduling platforms, sales management systems, or similar executive support tools is also an advantage.*

Compensation:
The starting rate is $1,200 USD per month.
The final rate may depend on your experience, qualifications, communication skills, and overall fit for the role.

Please include the following in your application:
1. A BRIEF introduction about yourself
2. A summary of your Executive Assistant experience
3. Confirmation that you have at least five years of Executive Assistant experience
4. A list of the tools and platforms you have used
5. Confirmation that you are comfortable with occasional after-hours or weekend support

Applications that do not follow the instructions or provide complete answers may not be considered.

We are looking for someone who wants to become a trusted and reliable part of the team, not someone who only completes assigned tasks. You should be comfortable taking ownership, communicating proactively, following through without constant reminders, and serving as a reliable bridge between the Operations Lead, CEO, and the rest of the team.