Operations & Systems Executive Assistant
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Job Description
Proactive Executive Assistant providing business support to the Founder of an AI consulting firm. Managing calendars, CRM, and operational tasks to enhance business efficiency.
Responsibilities:
- Manage a dynamic calendar across multiple time zones
- Schedule meetings and coordinate Zoom logistics
- Prepare meeting context using CRM notes and previous conversations
- Trigger post-meeting workflows (transcription, clean-up, filing, task creation)
- 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
- Support CRM implementation and optimization initiatives
- Monitor KPIs and maintain organized lead pipelines
- Assist with testimonial tracking and press follow-ups
- Maintain task boards (Asana or similar platforms)
- Track operational priorities such as: • CRM implementation • SOP build-out • Software setup • Webinar coordination • Pilot program tracking
- Document and refine SOPs for: • Client onboarding • Proposal workflows • Billing processes • Pre-qualification systems • Other repeatable processes
- Maintain a single source of truth for key company information
- Coordinate business address updates and vendor communications
- Assist with setup and management of: • MS365 / Copilot • Google Business Profile • Basic cybersecurity protocols (2FA, backups, vendor coordination)
- Support light IT coordination with external vendors as needed
- Update LinkedIn profiles and company pages
- Insert intake forms and lead capture links
- Manage minor website or form updates
- Organize brand assets (logos, templates, brand documents)
- Track testimonials
- Maintain a content and idea backlog based on notes and research
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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