Executive Assistant & Operations Manager (Remote | US Client)

Salary: $7/hr - $8/hr

*****IMPORTANT*****

To apply, kindly fill out this form: https://forms.integratedhire.com/t/nYrWEoTQvLus

Note: Applicants that don't apply directly will not be considered

Overview

We are seeking a highly capable Executive Operations & Project Coordinator to serve as the primary liaison and operational lead for the Principal Consultant. This role functions as both a strategic executive assistant and operational driver, ensuring seamless execution across client work, internal operations, and personal logistics.

This is not a task-based assistant role. This position is designed for someone who can anticipate needs, think critically, manage complexity, and take ownership of outcomes. The ideal candidate is proactive, detail-oriented, highly organized, and able to operate independently in a fast-paced, high-impact environment.

You will play a critical role in preventing breakdowns, maintaining alignment across priorities, and ensuring that both business and personal commitments run smoothly and at a high standard.

Key Responsibilities

• Own calendar management with strategic prioritization and foresight
• Ensure accuracy of all meetings, locations, and commitments
• Anticipate scheduling conflicts, travel time, and preparation needs
• Send confirmations, reminders, and follow-ups proactively
• Act as a gatekeeper and time optimizer for the Principal

• Develop first drafts of client deliverables (slides, documents, outlines)
• Manage timelines across multiple client engagements
• Track deliverables, deadlines, and dependencies
• Flag risks, delays, and gaps before they become issues
• Support preparation and follow-through for client engagements

• Prepare agendas, materials, and briefing documents
• Attend meetings as needed and capture detailed notes
• Own follow-up actions and ensure completion
• Draft professional communications on behalf of the Principal
• Monitor inboxes and ensure timely responses and organization

• Build and manage systems for task tracking and project workflows
• Maintain visibility across all active workstreams
• Improve and streamline processes using tools and automation
• Manage and optimize platforms such as Google Workspace, monday.com, SmartSheet, or similar
• Identify inefficiencies and proactively implement solutions

• Support proposal development and grant-related work
• Assist with speaker coordination and RFP processes
• Coordinate travel arrangements and logistics
• Support marketing and communications efforts as needed

• Assist with personal scheduling, logistics, and administrative needs
• Track and manage personal deadlines and commitments (e.g., school, events)
• Ensure nothing falls through the cracks across both business and personal domains

• 3+ years experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leaders
• Exceptional organizational and prioritization skills
• Strong written and verbal communication skills
• Advanced proficiency in PowerPoint / Google Slides and document creation
• Experience with project management tools (e.g., monday.com, SmartSheet, Asana, ClickUp)
• High attention to detail with ability to see both big picture and granular tasks
• Ability to work independently and anticipate needs without constant direction
• Proven ability to manage multiple priorities in a fast-paced environment
• Comfort working in a fully remote, virtual environment
• Experience with automation tools (e.g., Zapier)
• Strong AI proficiency and ability to improve workflows using AI tools

• Experience supporting consultants, entrepreneurs, or small business owners
• Background in nonprofit, government, or community-based organizations
• Experience with grant writing, grant management, or proposal development
• Canva or design experience for presentations and materials
• Familiarity with marketing or communications coordination
• Experience implementing or optimizing project management systems
• Experience managing both business and personal executive support simultaneously