Executive Assistant / Systems & Operations Coordinator
Role Overview
We are seeking a high-level Executive Assistant to provide direct support to the business owner and leadership team of a growing, service-based company. This role is ideal for someone who is highly organized, proactive, detail-oriented, and capable of bringing structure to a fast-moving business environment.
The Executive Assistant will support day-to-day executive operations, including calendar and email management, reporting, light accounting-related tasks, follow-ups, documentation, and administrative coordination. A major emphasis of this role will be helping systemize internal processes, improve workflows, create SOPs, and identify opportunities to automate recurring tasks.
The ideal candidate must have strong English communication skills, a highly conscientious and detail-oriented work style, and the ability to anticipate needs before they are explicitly requested. This person should be relational, trustworthy, and comfortable working closely with an executive who needs both administrative support and operational leverage.
Key Responsibilities
Executive Support- Manage and organize the executive’s calendar, meetings, appointments, reminders, and follow-ups.
- Monitor and triage emails, flag priority items, draft responses, and ensure important communication does not fall through the cracks.
- Prepare meeting notes, action items, agendas, and follow-up summaries.
- Track open tasks and ensure commitments are followed through to completion.
- Help the executive stay organized, focused, and prepared for upcoming priorities.
- Document recurring processes and convert them into clear, step-by-step SOPs.
- Identify gaps, bottlenecks, and inefficiencies in existing workflows.
- Recommend and help implement better systems for task tracking, communication, reporting, and accountability.
- Support automation of repetitive administrative processes using available tools.
- Build simple trackers, checklists, templates, and process documents that improve operational consistency.
- Assist with internal reporting, recurring updates, and business performance summaries.
- Organize files, documents, client/vendor information, and internal records.
- Support coordination between team members, vendors, clients, and leadership.
- Help manage reminders, deadlines, and operational follow-ups.
- Maintain clean, accurate, and organized administrative systems.
- Assist with basic accounting-related administrative tasks such as invoice tracking, payment follow-ups, expense organization, and report preparation.
- Help organize receipts, statements, and financial documentation.
- Coordinate with accounting/bookkeeping contacts as needed.
- Support preparation of simple financial or operational summaries for leadership review.
- Communicate clearly and professionally with internal and external contacts.
- Represent the executive with warmth, professionalism, and attention to detail.
- Build trust through consistency, follow-through, and confidentiality.
- Maintain a relational approach while still keeping tasks, deadlines, and priorities moving forward.
- Proven experience as an Executive Assistant, Operations Assistant, Administrative Coordinator, or similar role.
- Excellent written and spoken English.
- Strong organizational skills with exceptional attention to detail.
- High-C / conscientious work style: structured, accurate, process-minded, and reliable.
- Ability to anticipate needs, think ahead, and proactively solve problems.
- Experience creating SOPs, process documentation, checklists, or internal systems.
- Comfortable using tools such as Google Workspace, Microsoft Office, Excel/Google Sheets, project management tools, CRMs, calendars, and email platforms.
- Ability to manage confidential information with discretion.
- Strong follow-through and ability to manage multiple priorities without constant supervision.
- Comfortable supporting a service-based business with both administrative and operational needs.
- Experience supporting a founder, owner, CEO, or senior executive.
- Experience in a home services, field services, construction, landscaping, tree care, or local service business environment.
- Familiarity with light bookkeeping, invoicing, QuickBooks, or other accounting tools.
- Experience with workflow automation tools such as Zapier, Make, Power Automate, or CRM automations.
- Experience building reports, dashboards, trackers, or recurring executive summaries.
Ideal Candidate Profile
The ideal candidate is not just a task-taker. This person should be able to look at the business, understand what the executive is trying to accomplish, and help create structure around it. They should be able to notice recurring issues, document processes, improve communication flow, and think ahead about what needs to happen next.
This role requires someone who is organized, relational, proactive, and calm under pressure. The right person will help the executive stay ahead of the business instead of constantly reacting to it.