Executive & Operations Assistant — Multi-Company

Executive & Operations Assistant — Multi-Company

Position: Executive & Operations Assistant
Employment: Full-Time, Remote
Schedule: U.S. Eastern Time business hours
Reports To: Owner/Managing Director

Position Overview

We are seeking a highly organized, proactive, and professional Executive & Operations Assistant to provide centralized administrative and operational support across several U.S.-based businesses.

This is more than a traditional virtual assistant position. The ideal candidate will become a trusted point of coordination between ownership, employees, clients, vendors, and the different companies we operate.

The position combines executive assistance, email and calendar management, payroll and HR administration, employee coordination, customer communication, marketing support, and data entry.

The successful candidate should be comfortable switching between multiple businesses and priorities while maintaining confidentiality, accuracy, professionalism, and strong follow-through.

Companies Supported

The assistant will provide support across several businesses, including:

New Start Capital — Financial services
Lending Match — Lending marketplace
Minuteman Press — Printing, promotional products, apparel, signage, and direct mail
Hello Sugar — Hair removal/salon locations

Responsibilities will vary by company.

Key Responsibilities
1. Email & Inbox Management — All Companies

Manage multiple company and executive email accounts, helping ensure important communications are handled promptly and nothing falls through the cracks.

Responsibilities include:

Monitor multiple company email inboxes throughout the business day.
Review, organize, label, prioritize, and route incoming emails.
Identify urgent or important communications requiring management attention.
Respond independently to routine emails using established procedures and templates.
Draft responses for management when approval or involvement is required.
Follow up on unanswered emails and outstanding requests.
Maintain organized inboxes and filing systems.
Track items requiring future follow-up.
Communicate with employees, customers, vendors, applicants, and other business contacts.
Maintain strict confidentiality when handling financial, employee, customer, and company information.

Companies: New Start Capital, Lending Match, Minuteman Press, Hello Sugar

2. Calendar & Scheduling Management — All Companies
Maintain executive and company calendars.
Schedule and coordinate meetings, calls, appointments, interviews, and other events.
Resolve scheduling conflicts.
Send meeting invitations and reminders.
Coordinate appointments between employees, clients, vendors, and management.
Keep calendars accurate and updated.
Provide reminders regarding important meetings, appointments, deadlines, and follow-ups.
Help ensure the owner and management team are prepared for upcoming commitments.
3. Payroll & Basic HR Administration

Provide administrative support for payroll and routine employee matters.

Responsibilities may include:

Prepare and review payroll information before payroll processing.
Verify employee hours and identify missing or unusual time entries.
Maintain employee time and attendance records.
Monitor employee clock-in/clock-out activity.
Follow up with employees regarding missing punches or discrepancies.
Track PTO, sick time, and other available leave.
Receive and process PTO requests according to company policies.
Maintain PTO calendars.
Assist with employee onboarding and offboarding documentation.
Maintain organized electronic employee records.
Collect required employee paperwork.
Assist with routine employee questions regarding schedules, payroll, PTO, policies, and procedures.
Escalate sensitive employee relations, disciplinary, legal, medical, or other significant HR matters to management.
Maintain strict confidentiality of employee and payroll information.

Companies: New Start Capital, Minuteman Press, Hello Sugar

4. Employee Scheduling & Day-to-Day Employee Coordination

Assist management with routine employee administration and accountability.

Responsibilities include:

Assist with creating and maintaining employee schedules.
Communicate schedule changes to employees.
Help coordinate shift coverage when appropriate.
Monitor attendance, punctuality, and adherence to scheduled working hours.
Follow up with employees regarding late arrivals, missed shifts, missed punches, or other routine attendance issues.
Communicate reminders regarding company procedures and expectations.
Answer basic employee questions.
Track outstanding employee requests and follow-ups.
Document routine employee communications when appropriate.
Escalate performance, disciplinary, safety, HR, or other significant employee matters to management.
Help management maintain consistent communication and follow-through across locations.

Companies: Minuteman Press, Hello Sugar

5. Hello Sugar Client Appointment Communication

Provide virtual administrative support to Hello Sugar locations and help maintain a high-quality customer experience.

Responsibilities include:

Communicate with clients by phone, text, email, or approved messaging platforms.
Confirm upcoming appointments.
Follow up on unconfirmed appointments when necessary.
Assist clients with appointment rescheduling.
Help fill openings created by cancellations or schedule changes.
Communicate scheduling changes between clients and employees.
Answer basic appointment and location questions.
Escalate service complaints or unusual customer situations to management.
Maintain a friendly, professional, and service-oriented communication style.

Company: Hello Sugar

6. Lending Match Loan Application Administration

Provide administrative support for incoming loan applications and customer information.

Responsibilities include:

Enter loan application information accurately into designated systems.
Review applications for missing information.
Maintain accurate customer and application records.
Update application statuses as directed.
Organize supporting documentation.
Perform routine data entry and CRM updates.
Follow established procedures for handling sensitive customer financial information.
Escalate application questions or situations requiring licensed, compliance, underwriting, or management review.

Company: Lending Match

7. Marketing & Social Media Support

Assist with maintaining consistent marketing activity across multiple businesses.

Responsibilities include:

Create and schedule social media posts.
Maintain company social media calendars.
Develop basic graphics using Canva or similar tools.
Write basic social media captions and marketing copy.
Schedule approved content across appropriate platforms.
Help maintain consistent brand presentation for each company.
Coordinate promotions, announcements, holidays, events, and other marketing campaigns.
Assist with email marketing campaigns when needed.
Help request and monitor customer reviews.
Monitor basic social media messages and comments and route inquiries appropriately.
Maintain organized libraries of company logos, photographs, templates, and other marketing assets.
Assist management with additional marketing projects as assigned.

Companies: New Start Capital, Lending Match, Minuteman Press, Hello Sugar

8. Executive & Administrative Support
Maintain task lists and follow up on outstanding items.
Assist with research and special projects.
Prepare basic spreadsheets, reports, and documents.
Organize electronic files and company documentation.
Maintain recurring administrative checklists and processes.
Coordinate with vendors and service providers.
Track deadlines and ensure assigned items are completed.
Assist with CRM and database updates.
Help develop and document standard operating procedures.
Identify administrative tasks that can be standardized, automated, or improved.
Provide general support to ownership across multiple businesses.
What We Are Looking For

The ideal candidate is organized, resourceful, trustworthy, professional, and proactive.

We want someone who does not simply wait for instructions. The successful candidate should learn our businesses and procedures well enough to recognize what needs attention, handle routine matters independently, and know when something should be escalated to management.

Required Qualifications
Excellent written and spoken English.
Strong professional communication skills.
Prior experience as an Executive Assistant, Operations Assistant, Administrative Assistant, Office Manager, or senior-level Virtual Assistant.
Experience managing multiple email inboxes.
Strong calendar and scheduling skills.
Experience communicating professionally with customers and employees.
Strong attention to detail and data-entry accuracy.
Excellent organization and task-management skills.
Comfortable working across several businesses simultaneously.
Ability to prioritize competing requests.
Ability to follow documented procedures consistently.
Comfortable learning new software and systems.
Strong discretion when handling confidential employee, financial, and customer information.
Reliable computer, high-speed internet connection, and professional remote-working environment.
Preferred Qualifications

Experience with one or more of the following is strongly preferred:

Payroll administration
Employee timekeeping systems
PTO administration
Employee scheduling
CRM systems
Appointment scheduling software
Canva

Facebook
Instagram
LinkedIn
Google Business Profile
Microsoft 365 / Outlook
Google Workspace
Excel / Google Sheets
Social media scheduling platforms
Customer service
Financial-services administration
Multi-location businesses

Experience supporting U.S.-based businesses and executives is highly desirable.

Characteristics of an Excellent Candidate

We are particularly interested in someone who:

Takes ownership of assigned responsibilities.
Follows through without repeated reminders.
Notices problems before they become larger issues.
Is comfortable communicating directly with employees and customers.
Knows the difference between something they can handle independently and something management needs to address.
Can maintain professionalism when dealing with frustrated customers or employees.
Is comfortable working with confidential information.
Can move between several businesses without becoming disorganized.
Documents processes and creates structure.
Is comfortable asking questions initially but becomes increasingly independent as they learn the businesses.
Looks for ways to save management time.
Working Hours

This is a full-time remote position working primarily during U.S. Eastern Time business hours.

Because the position involves real-time communication with employees, clients, and management, consistent availability during agreed-upon U.S. business hours is required.

Occasional communication outside normal working hours may be necessary for urgent scheduling or operational matters.

Performance Expectations

Success in this position will be measured by:

Important emails receiving timely attention.
Accurate calendars and scheduling.
Payroll and timekeeping information being organized and accurate.
PTO requests being properly tracked.
Employee attendance and scheduling issues receiving timely follow-up.
Hello Sugar clients receiving prompt appointment communication.
Lending Match applications being entered accurately and promptly.
Consistent social media activity across the businesses.
Outstanding tasks being followed through to completion.
Management spending progressively less time on routine administrative matters.
Issues being appropriately handled or escalated without unnecessary management involvement.
Long-Term Opportunity

We are looking for someone interested in becoming a long-term member of our organization.

As the assistant learns our companies, employees, systems, and procedures, we expect the position to develop beyond basic administrative assistance into a broader Executive & Operations Assistant role.

The long-term objective is for this person to become a trusted administrative point of contact across the businesses—capable of independently handling routine operations, coordinating employees and customers, maintaining administrative systems, and allowing ownership to focus on higher-level management and growth.