EXECUTIVE ASSISTANT & BUSINESS OPERATIONS COORDINATOR

Full-Time | 40 Hours Per Week
Remote
Reports Directly to the Founder

ABOUT THE ROLE

We are hiring a full-time Executive Assistant and Business Operations Coordinator to help manage the daily operations behind ---------- , Smartphone Billions, and Funded2Trade.

This is not a basic administrative position.

You will work directly with the founder to keep clients supported, calendars organized, webinars prepared, follow-ups completed, and important projects moving forward.

We are rebuilding and preparing to grow.

We already have strong brands, proven offers, client results, and years of credibility. Now we need someone who can help us rebuild the systems, consistency, and daily execution required to scale.

The right person is organized, dependable, resourceful, and comfortable wearing multiple hats. You must be able to follow instructions, solve smaller problems independently, and communicate quickly when something needs the founder’s attention.

WHAT YOU WILL BE RESPONSIBLE FOR

Executive Support

• Manage the founder’s business calendar and appointments
• Confirm meetings and reduce missed or overlapping appointments
• Prepare daily and weekly schedules
• Keep track of important tasks, deadlines, and follow-ups
• Organize meeting notes and turn decisions into action items
• Follow up with team members, clients, and partners when needed
• Protect the founder’s time by helping identify what is urgent and what can wait

Funding Client Support

• Monitor funding clients throughout the process
• Collect missing documents and information
• Keep client files, notes, and statuses organized
• Update clients when additional information is needed
• Follow up with clients who have stopped responding
• Coordinate tasks between clients, sales representatives, banks, and funding partners
• Maintain an accurate funding pipeline
• Flag client issues before they become bigger problems
• Make sure every client understands their next step

Webinar and Marketing Support

• Help prepare and launch live webinars
• Update webinar dates, links, custom values, email s, text messages, and automations
• Test registration pages, confirmation pages, links, reminders, and calendar invitations
• Confirm that webinar follow-up campaigns are working properly
• Track registrations, attendance, booked calls, and sales
• Coordinate webinar assets with the founder and content team
• Make sure every webinar is fully tested before it goes live
• Report technical issues immediately

Calendar and Appointment Management

• Monitor sales and strategy-call calendars
• Confirm appointments and follow up with no-shows
• Make sure prospects receive the correct reminders
• Fix scheduling issues and blocked availability
• Track appointment volume, show rates, and reschedules
• Keep calendars open based on the company’s current availability
• Make sure qualified leads are assigned to the right person

Banker and Partner Outreach

• Research business bankers, branch managers, and funding partners
• Conduct professional outreach through LinkedIn, email , and phone
• Schedule relationship-building calls for the founder
• Maintain an organized banker and partner database
• Track conversations, follow-ups, and outcomes
• Help build relationships that can create more funding opportunities for clients

Business Operations

• Keep our CRM accurate and organized
• Build and maintain checklists and standard operating procedures
• Review daily operations for incomplete tasks or missing information
• Help organize company files, passwords, documents, and resources
• Assist with research, recruiting, vendor coordination, and special projects
• Learn new responsibilities as the company grows
• Recommend ways to simplify repeated work
• Take ownership of assigned projects from beginning to completion

WHAT SUCCESS LOOKS LIKE

• The founder knows exactly what needs attention each day
• Calendars are accurate and appointments run smoothly
• Clients receive consistent communication
• Webinar links, reminders, and automations are tested before launch
• No important lead, client, partner, or task gets forgotten
• The CRM reflects what is actually happening in the business
• Banker outreach is completed and tracked consistently
• Problems are identified early instead of after they cost the company money
• The business becomes more organized every month

REQUIRED QUALIFICATIONS

• At least two years of experience as an executive assistant, operations assistant, project coordinator, or client success representative
• Strong written and spoken English
• Excellent organization and attention to detail
• Comfortable working inside a fast-moving small business
• Able to manage several priorities without losing track of deadlines
• Strong follow-up and professional communication skills
• Comfortable speaking with clients, bankers, partners, and team members
• Able to learn software and systems quickly
• Reliable computer, internet connection, and professional workspace
• Available for 40 hours per week
• Able to work during agreed-upon Eastern Time business hours

PREFERRED EXPERIENCE

Experience with any of the following is helpful:

• GoHighLevel
• Google Workspace
• Google Calendar
• Zoom and webinar platforms
• ClickUp, ---------- , Asana, or similar tools
• Business funding or financial services
• CRM management
• Email and SMS automations
• LinkedIn outreach
• Customer service or client success
• Online education, coaching, or webinar-based businesses

WHO THIS POSITION IS FOR

You may be a good fit if:

• You do not need to be reminded repeatedly
• You communicate when you are confused or blocked
• You check your work before marking it complete
• You take notes and remember important details
• You can learn from feedback without becoming defensive
• You are comfortable with structure, deadlines, and accountability
• You look for solutions before bringing up a problem
• You care about completing the job correctly, not simply staying busy
• You want to grow into a larger operations or management role

WHO THIS POSITION IS NOT FOR

This position is not for someone who:

• Needs constant supervision
• Avoids difficult conversations
• Frequently misses deadlines
• Waits until the last minute to report a problem
• Struggles to manage several responsibilities
• Says a task is complete without checking the result
• Wants a slow position with the same routine every day
• Is uncomfortable being measured by clear results

FIRST 90 DAYS

During your first 30 days, you will learn our offers, systems, clients, calendars, and webinar process.

By day 60, you should be independently managing routine calendar tasks, client follow-ups, webinar preparation, CRM updates, and banker outreach.

By day 90, you should be helping the founder operate from an organized weekly plan while identifying tasks that can be delegated, automated, or improved.

PERFORMANCE EXPECTATIONS

Your performance will be measured by:

• Tasks completed accurately and on time
• Appointment show rate
• Speed and consistency of client follow-up
• Webinar preparation accuracy
• CRM accuracy
• Number of qualified bankers and partners contacted
• Follow-up completion rate
• Ability to reduce the founder’s administrative workload
• Ability to improve systems instead of relying on memory

SCHEDULE AND COMPENSATION

• Full-time position
• 40 hours per week
• Primarily aligned with Eastern Time
• Compensation: $ ---------- /mo
• Opportunities for increased responsibility and compensation based on performance

HOW TO APPLY

Please submit the following:

Your resume
A short video introducing yourself and explaining why you are a strong fit
A description of the most demanding executive or business owner you have supported
An example of a system or process you helped organize
The software platforms you have used
Your weekly availability and desired compensation

Use the subject line:

“Executive Assistant Application – [Your Name]”

Applications that do not follow the instructions may not be reviewed.