Executive Operations & Submission Specialist..

About the Position
We need someone who closes administrative loops
Primary Responsibilities
Applications & Submissions
You may be responsible for:

• Completing online applications using approved information.
• Entering information into business, vendor and professional portals.
• Uploading documents and attachments.
• Completing approved registrations.
• Submitting approved applications.
• Following detailed submission instructions.
• Checking applications for completeness before submission.
• Tracking application status.
• Saving confirmation numbers, receipts and submission records.
• Following up on pending applications.
• Responding to routine requests for additional information using approved materials.
• Immediately escalating anything requiring management judgment, signature, certification or additional documentation.

Account & Portal Execution
You may:

• Access approved company accounts and business portals.
• Navigate websites.
• Complete account setup.
• Handle routine account verification steps when authorized.
• Update approved company information.
• Upload required documents.
• Track portal messages and notifications.
• Troubleshoot routine access problems.
• Contact customer support when a portal issue cannot be resolved.
• Maintain accurate records of account status and outstanding actions.

Sensitive credentials must be handled only through our approved security/password management process.
Executive Operations
You will help ensure important tasks actually get completed.
Responsibilities may include:

• Maintaining a master list of active applications, submissions and operational projects.
• Tracking deadlines.
• Following up on missing information.
• Coordinating documents between management, contractors, vendors and other parties.
• Scheduling appointments requiring human coordination.
• Making routine administrative calls when necessary.
• Following up with organizations when an email receives no response.
• Obtaining status updates.
• Tracking renewals and expiration dates.
• Escalating time sensitive issues before they become emergencies.
• Confirming that completed actions actually processed successfully.
• Keeping management informed of items requiring a decision.

The goal is not to create more administrative work.
The goal is to remove administrative work from the owner.
Cross Business Execution
Because we operate and develop multiple businesses, your assignments may vary.
You need to be exceptional at receiving clear instructions, executing them accurately, documenting completion and recognizing when something needs to be escalated.

Required Qualifications
The ideal candidate has experience with:

• Executive assistance
• Business operations
• Administrative coordination
• Online applications
• Vendor portals
• Document submissions
• Account management
• Project coordination
• Deadline tracking
• Google Workspace
• Microsoft Office
• Spreadsheets
• CRM or task-management systems
• Working with U.S.-based businesses

strong English, documentation and comfort learning software platforms. Greenhouse
Strong written English is required.
Professional spoken English is also important because some tasks will require telephone calls.
Personal Characteristics
We want someone who is:
Extremely organized
Detail oriented
Resourceful
Persistent
Tech comfortable
Fast but accurate
Comfortable learning new portals
Good at following exact instructions
Comfortable asking questions when necessary
Able to work independently
Protective of confidential information

Question 1
Describe your experience completing online applications, registrations, vendor onboarding, account setup or document submissions for U.S.-based businesses. Give specific examples of what you personally completed.

Question 2
List the types of online portals, business systems or government/vendor websites you have personally worked inside. Explain what you were responsible for doing.

Question 3
You are completing an online application for the owner. Everything is complete except one question that asks the owner to certify that the company complies with a specific legal requirement. You believe the answer is probably “Yes.” What exactly do you do?

Question 4
You are instructed to complete an important registration today. The website repeatedly gives you an error and the deadline is approaching. Explain exactly what steps you would take.

Question 5
You submitted an application successfully. What do you do immediately after submission?

Question 6
At 9:00 AM you receive five assignments. One is due today at noon, one requires the owner's signature, one has no deadline, one is waiting on another company, and one will take approximately three hours. Explain how you would prioritize them.

This tests whether they can actually operate without needing you every five minutes.
Question 7
What hours can you consistently work in U.S. Central Time? How many hours per week are you available? State your requested hourly rate in USD.

Question 8 est
Begin your response with the exact words “EXECUTION READY.” In no more than four sentences, describe the most complicated application, submission or administrative project you have personally completed from beginning to end.