Are you an operations-first professional who loves building systems and running the backend of a growing business? We are looking for an exceptional Executive Assistant to own the workflows and infrastructure for a specialized leadership coaching and consulting firm!
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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.
Work Schedule: Monday to Friday, 10:00 AM to 2:00 PM (CST)
Salary: $10 - $12 per hour (open to higher for the right candidate)
Target Start Date: ASAP
About the Client
The client is a specialized leadership coaching and consulting firm dedicated to organizational development and advancing senior women's leadership. The firm offers bespoke programs, including the Impact Amplification Program™ and the Leadership Systems Partnership™, focused on helping growth-stage companies and their senior leaders increase influence and clarity, reduce burnout, and strengthen leadership infrastructure to ensure sustainable high performance.
About the Role
We are seeking an Operations Strategist to own the systems, workflows, and internal infrastructure of our growing leadership development firm. This is an operations-first role: you are the person who manages and oversees how our programs and internal operations actually run day to day - the tools, the automations, the handoffs, the follow-through. Client-facing communication is part of the role, but it sits alongside operations.
The ideal person already knows how to work inside modern tech stacks and can build scalable infrastructure as they go, rather than needing it built for them. This is a fast-paced environment that requires high mental bandwidth. While a core focus of the role is building scalable systems to improve efficiency, the daily reality is often time-sensitive and reactive. The ideal person understands how to manage a high-capacity workload, can confidently prioritize competing demands, pivot quickly to handle urgent needs, and communicate trade-offs early – without sacrificing the firm's reputation for precision and exceptional client care.
Success requires an acute focus on detail integrity, high emotional intelligence, strong independent judgement, and a commitment to leveraging technology to move the business from reactive to proactive. You take ownership of outcomes, not just assigned tasks.
Key Responsibilities
Client Communications & Admin
Serve as a client-facing point of contact for updates, scheduling, follow-ups, and operational support.
Maintain accurate, reliable CRM data and client records.
Manage the client calendar — bookings, reschedules, confirmations.
Handle invoicing and payment follow-up.
Provide light calendar and email support to the CEO - while building, testing, and maintaining Claude Cowork automation to make this more efficient (while maintaining what makes us human!).
Operations Follow and maintain SOPs, trackers, and internal documentation so they stay accurate, current, and usable.
Support operational project management across team initiatives and quarterly priorities – translating goals into clear plans, milestones, deadlines, and follow-through.
Content & Brand
Support creation and manage scheduling and publishing of social media content, newsletters, and blogs.
Format resources in alignment with brand standards.
Create and format polished client-facing materials, workbooks, training slide decks, and proposals using Canva, Gamma, and Qwilr.
Edit and repurpose videos into short-form video content for sales assets and social media content.
Draft, refine, and update clear, polished copy aligned with our established brand voice.
Quarterly Rocks
Each quarter, you'll own strategic 'Rocks' tied to systems and operations – scoped projects designed to meaningfully improve how the business operates, not just maintain what already exists.
Qualifications & Skills
Core Experience:
3+ years of experience in an executive assistant role, ideally within a small, growing, or founder-led business.
Experience in executive communication - working with professionals in a customer service or executive assistant role.
Tech & Automation Mastery:
Hands-on experience with ClickUp, GoHighLevel, and Zapier (or equivalent CRM, projectmanagement, and automation platforms).
Confident using Claude / Claude Cowork as a working tool, or picks up AI-assisted workflows quickly while maintaining strong human judgement and a human-first approach.
Attributes & Working Style:
You can manage client-facing communication with warmth, confidence, and professionalism – even though client communication isn’t the primary focus of the role.
You are a strong written communicator who can write clearly, concisely, and professionally across internal, client-facing, and brand communications.
Able to prioritize competing demands, exercise sound judgment, and escalate appropriately when needed.
You don’t simply complete tasks – you understand the intended outcome, identify gaps or risks, and take responsibility for getting the work to a high-quality finish.
Proactive, reliable, resourceful, and context-driven — we need someone who runs with ownership, not someone who needs to be managed.
Comfortable in a remote-first, async environment.
You are highly detail-oriented with a strong self-QA standard – you verify your work and don't rely on others to catch mistakes.
Submit your application today and take the first step toward your next great opportunity!
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