Operations & Systems Executive Assistant
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Job Description
Executive Virtual Assistant supporting the Founder of an AI consulting firm remotely. Managing calendars, CRM, and documentation to enhance business efficiency for clients.
Responsibilities:
- Manage a dynamic calendar across multiple time zones
- Schedule meetings and coordinate Zoom logistics
- Prepare meeting context using CRM notes and previous conversations
- Organize follow-ups and maintain meeting documentation systems
- Maintain and update CRM records (Katalyst (GoHighLevel)) for sales leads and partners
- Track deal stages, next steps, and priority follow-ups
- Maintain task boards (Asana or similar platforms)
- Document and refine SOPs for client onboarding, proposal workflows, and billing processes
- Maintain a single source of truth for key company information
- Assist with setup and management of MS365 / Copilot and Google Business Profile
- Update LinkedIn profiles and company pages
Requirements:
- Minimum 2+ years supporting a Founder, Executive, or business owner remotely
- Proven experience as a VA, EA, or Operations Coordinator
- Strong proficiency in Google Workspace and Microsoft 365
- Experience managing executive calendars and inboxes
- CRM management experience (required)
- Comfortable learning new SaaS and AI tools quickly
- Experience supporting remote meetings and logistics
- Excellent written English and high attention to detail
- Strong documentation and organizational skills
- PREFERRED (NOT REQUIRED): Experience supporting consultants, agencies, or AI-focused businesses
- Familiarity with AI tools and automation workflows
- Experience documenting SOPs and building operational systems
- Basic knowledge of no-code automation tools
- Exposure to cybersecurity or SaaS setup coordination
Benefits:
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
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