Executive Assistant & Operations Manager

We are seeking a highly organized, proactive, and resourceful Chief of Staff / Executive Operations Manager to work directly with the Founder across multiple businesses and projects.

This is not a traditional Executive Assistant role. We need someone who can manage priorities, coordinate teams, follow up relentlessly, and ensure nothing falls through the cracks.

The ideal candidate is a strong communicator, highly organized, comfortable managing multiple projects simultaneously, and capable of keeping both the Founder and tea ---------- mbers accountable. You will serve as the central point of coordination between departments, managers, contractors, and leadership.

This position requires someone who is comfortable working closely with the Founder(s), adapting to a dynamic schedule, and maintaining consistent communication throughout the day.

Key Responsibilities
- Executive Support
- Work directly with the Founder on daily priorities and strategic initiatives
- Manage calendars, meetings, appointments, and scheduling
- Organize tasks, projects, and follow-up items
- Prepare agendas, meeting notes, and action items
- Ensure priorities are clearly communicated across teams
- Maintain ongoing communication with the Founder throughout the day
- Task Management & Accountability
- Track all active projects across multiple businesses
- Follow up with managers, contractors, and tea ---------- mbers regarding deadlines and deliverables
- Ensure tasks are completed on time and to standard
- Escalate bottlenecks and issues quickly
- Maintain accountability systems and project tracking dashboards
- Provide daily and weekly status updates

Operations Management
- Coordinate activities across multiple departments
- Help implement and improve systems, processes, and SOPs
- Monitor project progress and team performance
- Assist in operational planning and execution
- Ensure communication remains organized and efficient

Team Coordination
- Act as the communication bridge between the Founder and tea ---------- mbers
- Schedule meetings and coordinate team activities
- Follow up on commitments and action items
- Assist with onboarding new hires and contractors
- Help maintain a positive and productive work environment

Recruitment & Hiring Support
- Assist with recruiting and screening candidates
- Coordinate interviews and hiring processes
- Manage candidate communications
- Support onboarding and training initiatives
- Help identify staffing needs across departments

Administrative Support
- Manage documents, reports, and internal records
- Organize digital assets and company information
- Coordinate vendor and contractor relationships
- Assist with special projects as needed

Financial & Bookkeeping Support (Bonus)
While not required, experience with bookkeeping or financial reporting is highly valued.

Responsibilities may include:
- Tracking expenses and invoices
- Assisting with budget monitoring
- Reviewing reports and financial summaries
- Coordinating with accountants and bookkeepers
- Supporting financial organization and reporting

Requirements
Must-Have Qualifications
- Exceptional English communication skills (written and verbal)
- Proven experience as an Executive Assistant, Operations Manager, Chief of Staff, Project Manager, or similar role
- Strong organizational and time management skills
- Experience managing multiple projects simultaneously
Ability to work independently with minimal supervision
- Strong problem-solving and decision-making abilities
- Comfortable managing remote teams and contractors
- Highly responsive and dependable

Preferred Qualifications
- Experience supporting founders, CEOs, or business owners
- Experience in marketing agencies, ecommerce, media, or digital businesses
- Recruitment and hiring experience
- Bookkeeping or financial management experience
- Experience managing international remote teams

Software Experience
Preferred experience with:
Slack
ClickUp
Notion
Google Workspace
Project Management Software
Communication Expectations

Communication is one of the most important aspects of this role.

The Founder frequently travels, attends meetings, and manages multiple businesses. The successful candidate must be comfortable:

Following up consistently and persistently
Sending reminders when responses are needed
Maintaining communication throughout the day
Tracking open items until they are resolved
Keeping projects moving even when leadership is unavailable

You should not be afraid to follow up multiple times if necessary.

Ideal Candidate Traits
Proactive rather than reactive
Highly organized
Detail-oriented
Assertive and confident
Professional and dependable
Excellent communicator
Solution-focused
Persistent and accountable
Able to prioritize effectively
Comfortable handling confidential information
Success In This Role

Success means becoming the Founder's trusted right hand, ensuring projects move forward, teams remain accountable, communication stays organized, and priorities are executed efficiently.

The ideal candidate creates clarity, improves execution, and allows the Founder to focus on growth, strategy, and high-impact decisions rather than day-to-day coordination.

Schedule
Full-Time
Must be available during the Founder's working hours
Flexible schedule required to accommodate meetings, travel, and changing priorities
Strong responsiveness during business hours is essential
Compensation

Compensation will be based on experience, qualifications, and demonstrated ability to manage executive operations effectively.