EXECUTIVE OPERATIONS ASSISTANT (FULL-TIME, VIRTUAL)

EXECUTIVE OPERATIONS ASSISTANT (FULL-TIME, VIRTUAL)

CEO Operations + Follow-ups + Systems Improvement

I’m the founder and CEO of a fast-moving technology company. I’m hiring a FULL-TIME Executive Virtual Operations Assistant who can protect my time, keep my follow-ups and pipeline tight, and help me move faster with clean systems, strong writing, reliable execution, and continuous process improvement.

This is a high-agency role. You will run simple systems that ensure nothing slips, follow-ups happen on time, and my attention stays on the highest leverage work.

Note: This is not a “do-everything marketing manager” role. It’s CEO operations + follow-up execution + clean tracking + process improvement. If you are excellent at ops and follow-up, solid at writing and reporting, and tech-savvy enough to be able to move data between tools, you will do great.


WHAT YOU WILL OWN


CEO OPERATIONS (protect my time and reduce chaos)
Your job is to keep my day structured, my calendar realistic, and my inbox under control so I’m not reacting all day.

-Inbox triage and follow-ups: draft responses in my voice, surface urgent items, and keep important threads moving
-Calendar management: scheduling, confirmations, reschedules, agendas, and prep notes so meetings are clean and intentional
-Task management: maintain a single source of truth and make sure commitments, deadlines, and next steps are always tracked
-Coordination and research: handle logistics, gather context, and produce short, decision-ready summaries when needed


LEAD FOLLOW-UPS AND SEQUENCES (make sure I never miss anything)
Your job is to run the follow-up machine. No lead, intro, or relationship should ever go cold because we forgot to follow up.
NOTE: This is not lead generation or marketing. You will not be responsible for finding new leads. Your job is to manage them, keep ---------- ntum, and make sure every thread has a clear next action. You will keep the pipeline organized, run the sequences, and make sure nothing drops across (1) leads, (2) customers, and (3) business relationships.

-Manage outbound and inbound follow-ups via email and LinkedIn
-Build and run follow-up sequences with clear timing, statuses, and next actions (we will iterate together and I can provide templates)
-Personalize messages using context and research so my outreach feels human and relevant
-Update CRM or trackers with notes, statuses, next steps, and reminders
-Schedule meetings to calendar, confirm them, and make sure each conversation has the right context before I show up


WRITING IN MY VOICE (make my communication fast and high quality)
Your job is to turn rough thoughts into clean writing that sounds like me, and helps me move relationships forward.

-Write and edit outreach messages, follow-ups, intros, and short updates
-Turn bullet points into confident, professional messages
-Maintain consistency, tone, and clarity across communications


DATA AND REPORTING (turn messy info into clarity)
Your job is to keep our information clean and give me quick signal on what matters (mostly tracking, hygiene, and basic reporting).

-Keep lead lists and CRM clean, accurate, and current
-Build simple weekly reporting: pipeline status, response rates, meetings booked, next actions, bottlenecks (Google Sheets is fine)
-Create short, decision-ready briefs from research or data


SYSTEMS IMPROVEMENT AND PROCEDURES (daily improvement required)
Your job is to spot patterns, identify gaps, and build procedures so we get better every week.

-Identify recurring bottlenecks, failure points, and “things that keep slipping”
-Propose simple fixes and implement them (templates, checklists, automations, better tracking, better prompts, better SOPs)
-Create and maintain SOPs that make outcomes repeatable (clear steps, screenshots if needed, definition of done)
-Daily requirement: deliver 1 improvement to the system you can execute on (even small improvements count if they are real and documented)


TECH-SAVVY OPERATIONS (move data and connect tools)
You do not need to be a software engineer. You do need to be comfortable with technology to the point where you are able to confidently move data between tools and make simple integrations work.

-Basic automations using Zapier or n8n (triggers, actions, simple multi-step flows)
-Working with CSV files (cleaning, formatting, imports/exports)
-Basic JSON comfort (reading it, spotting missing fields, understanding simple structures)
-Strong data hygiene (consistent formats, naming conventions, deduping, avoiding broken fields)
-Comfortable with core “data moving” concepts: mapping fields, syncing sources, handling duplicates, and verifying that transfers worked


TOOLS YOU SHOULD BE COMFORTABLE WITH

-Google Workspace (Gmail, Calendar, Docs, Sheets)
-A CRM (HubSpot preferred, but similar is fine)
-A task system (Notion preferred)
-Spreadsheet tracking and basic reporting
-Slack or similar communication tools
-Zapier or n8n
-CSV and basic JSON


WORKING STYLE EXPECTATIONS

-Full-time availability (40 hours/week)
-Required working hours: 8:00am to 4:00pm Pacific Time (PT), Monday through Friday
-Strong written English and fast response times during working hours
-High ownership, high attention to detail, strong judgment, and confidentiality
-Comfortable working with time tracking if required
-Comfortable with consistent synchronous communication when needed (live Zoom working sessions during the day to move tasks forward quickly)


DAILY EXPECTATIONS (required)
Your job each day is to keep the system running, keep me focused, and ensure nothing drops.

-Start of day (within first 15 minutes): send a quick plan with your top priorities for the day, deadlines, and what you need fro ----------
-Inbox and follow-ups: keep follow-ups moving daily. No lead or important thread should sit without a clear next action. If unsure, propose the next step and draft the message
-Calendar hygiene: confir ---------- etings, ensure agendas or context are prepared, and flag conflicts early. If something changes, reschedule quickly and communicate clearly
-Task system accuracy: update the task board throughout the day so it always reflects reality, not yesterday’s plan
-End of day (last 15 minutes): send an end-of-day recap with what was completed, what is pending, what is blocked, and the plan for tomorrow
-Synchronous collaboration: be available for occasional live Zoom working sessions (for example 15 to 60 minutes) to unblock items, coordinate outreach, or align on priorities in real time
-Communication: during working hours, acknowledge messages quickly and, for every commitment you make (big or small), share either (1) the ETA for completion or (2) the time you will return with an ETA after gathering needed info, without me needing to ask. Example: “Got it. I’ll (1) review our call notes and transcript by 1:00pm PT, then (2) add the action items to our task tracker and send them to you for review by 1:30pm PT.”
-Daily systems improvement: ship 1 concrete improvement each day and document it (template, checklist, automation, SOP update, tracking fix, etc.)


WHAT SUCCESS LOOKS LIKE AFTER 30 DAYS

-My calendar and inbox are calm and controlled
-Follow-ups happen on time with high-quality personalization
-Lead tracking is clean, and I always know what’s next without digging
-We have SOPs and templates that reduce back-and-forth and prevent repeat mistakes
-Every workday your daily plan (within the first 15 minutes) and the end-of-day recap (within the last 15 minutes) have been delivered, without a single day missing
-You have delivered a weekly one-page summary of priorities, pipeline, and what needs my input before the start of the next week


HOW TO APPLY
Please reply with the following:

1) Start with a greeting and your elevator pitch: who you are, what you specialize in, and one measurable result you’ve achieved in a similar role
2) Confirm that you are available 8:00am to 4:00pm Pacific Time (PT), Monday through Friday
3) Confirm that you are open to a short video call and a small paid test task
4) Tools you are strongest with (CRM, task board, spreadsheets)
5) A short writing sample: rewrite “Just checking in, any updates?” into a confident, friendly follow-up
6) A short example of a follow-up sequence you would run (4 to 6 touchpoints)

Read-check (small but important)
7) In 1 to 2 sentences, tell me what specifically stuck out to you in this job post
8) List the top 5 things you would be best at for this role, ranked, with one sentence each on why
9) Include the exact phrase “single source of truth” somewhere in your response

Tech-savvy check
10) Tell me about a time you cleaned up or moved data using CSVs (what was messy, what you changed, how you verified it worked)

60-second video (required)
11) Send a 60-second video (Loom is fine) that covers: your name, a bit about yourself, one example of a time you improved a CEO’s follow-up process, why this role is a fit for you, and your availability.


HIRING PROCESS

-Application review: I’ll review your written application and video first
-Clarifying questions: if needed, I’ll reply with a few quick questions to confirm fit
-Short video call (15 minutes)
-Paid test task (60 minutes)
-1-week trial (full-time) if the test is strong