Executive Assistant to Two CEOs – Multi-Business Operations

USA-Based Leadership | Remote | California Time Zone Required

Please read below details fully to be considered for the interview

Applicants must be able to work full-time during California business hours (PST/PDT).
Applicants who cannot work California hours will not be considered.

About Us
We are a fast-growing group of operating companies spanning automotive, logistics, transportation, franchising, hospitality, and experiential services. Our portfolio currently includes:
• Car Dealership
• Auto Body Shop
• Auto Mechanic Shop
• Car Rental Company
• Amazon Logistics & Delivery Operations
• The UPS Store Franchise
• Passenger Transportation & Wine Tour Company
The businesses are led by two hands-on CEOs (husband and wife) who are deeply involved in strategy, execution, and growth.
We are seeking an exceptional Executive Assistant / Operations Partner who can function as a trusted operational partner and extension of leadership.
This role is high-responsibility, fast-paced, and intellectually demanding, ideal for someone who thrives under pressure, learns quickly, and enjoys managing complexity across multiple business units.
This is not a traditional administrative assistant role.

Position Overview
The Executive Assistant will act as the right hand to both CEOs, supporting executive communications, operations, cross-business coordination, HR functions, research, licensing, and compliance activities.
This role operates closer to an Operations Coordinator / Executive Partner than a traditional assistant role.
The ideal candidate anticipates needs, manages competing priorities, and proactively solves problems while maintaining strong organization and attention to detail.
Performance and activity tracking will be managed through Hubstaff from Day 1.

Key Responsibilities
Executive & Strategic Support
• Manage executive inboxes and communications for both CEOs
• Draft, review, and send executive-level correspondence
• Coordinate meetings, calls, and follow-ups across multiple businesses
• Act as a communication bridge between leadership, managers, vendors, and partners

Business Operations, Research, Licensing & Compliance
• Support operational oversight across all companies
• Conduct research supporting strategic decision-making and business improvements
• Track contracts, renewals, vendors, and compliance deadlines
• Assist with licensing, registrations, permits, insurance, and regulatory requirements
• Maintain organized documentation for legal, HR, and compliance records
• Support HR functions including onboarding, employee records, payroll coordination, benefits administration, and documentation
• Assist with budgeting, invoicing, expense tracking, and basic financial reporting

Project & Process Management
• Quickly learn operational workflows across multiple industries
• Manage cross-functional projects across several companies simultaneously
• Track deadlines, priorities, and deliverables
• Identify operational inefficiencies and recommend improvements
• Follow up consistently to ensure execution and accountability

Marketing & Administrative Support
• Assist with marketing coordination and promotions when needed
• Maintain organized digital filing systems and operational databases
• Support event planning, client coordination, and special projects

Qualifications
Required
Strong problem solving expertise. Bachelor’s degree in Business, Management, Human Resources, or related field
3+ years experience supporting executives, HR leadership, operations management, or project coordination
Fluent English (written and verbal)
Experience supporting HR functions and employee lifecycle processes
Experience with research, licensing, compliance, or regulatory processes
Experience using workflow management tools ( ---------- , Asana, ClickUp, or similar)
Advanced proficiency in Google Workspace and Microsoft Office
Exceptional organization and ability to manage multiple priorities
High discretion when handling confidential information
Availability to work full-time during California business hours
Comfortable with work activity tracking through Hubstaff

Preferred
Master’s degree (MBA, MHRM, or equivalent)
Experience supporting multiple operating companies or executives
Experience working with licensing and regulatory compliance

You Will Thrive In This Role If You Are
• A fast learner who enjoys complexity
• Calm and effective under pressure
• Highly accountable and self-directed
• Business-minded and proactive
• Comfortable supporting demanding executive leadership

What We Offer
Competitive compensation based on experience
Full-time long-term position
Remote work flexibility (within California business hours)
Direct exposure to executive-level decision-making
Opportunity to grow with a multi-industry organization
A challenging role with real responsibility and impact

Important Note
This is a dedicated full-time role.
We are not seeking freelancers, agencies, or assistants managing multiple clients.
We are looking for a long-term tea ---------- mber committed to growing with our businesses.

Application Instructions (Important)

To confirm you carefully read this job posting, begin your application with the phrase:
Operational Excellence

Please do not include a long cover letter, personal story, or general statement of interest.
Instead, provide short, direct answers to the questions below and attach your resume.
Applications that do not follow this format will not be reviewed.

Required Response Format
Operational Excellence
QA1 – Project Management
How do you manage multiple projects with deadlines on the same day?
Briefly describe your prioritization and execution method.
QA2 – Compliance / Licensing
Describe your experience managing business licensing, permits, regulatory filings, or compliance requirements.
What types of processes or renewals have you handled?
QA3 – HR Operations
Describe your experience supporting HR functions, including involvement with:
• employee onboarding
• HR documentation
• payroll coordination
• benefits administration
• employee records
• KPI or performance tracking
QA4 – Financial Awareness
Describe your experience working with financial processes, such as:
• budgeting
• invoice tracking
• expense management
• payroll coordination
• financial reporting
This role does not require an accountant, but candidates must demonstrate basic financial literacy and comfort working with financial data.

QA5 – Have you read the requirements section and do you agree that you meet the qualifications?


Your submission should include only:
Operational Excellence
QA1:
QA2:
QA3:
QA4:
QA5:
Resume Attached