• The client is seeking a highly organized, proactive, and trustworthy Executive & Business Operations Assistant to support the CEO across three growing businesses. This individual will be instrumental in helping the CEO stay focused, clients feel supported, and opportunities move forward.
• You will act as an extension of the CEO’s operations — solving problems, following up on sales opportunities, organizing schedules, managing communications, and ensuring no task falls through the cracks.
• This role is ideal for someone who thrives in a fast-paced environment, enjoys a variety of responsibilities, and can balance professionalism with relational warmth. You’ll work closely with clients, prospects, and internal teams to drive both execution and satisfaction.

Key Responsibilities

• Executive & Personal Assistant
• Manage and organize the CEO’s calendar across business and personal commitments.
• Schedule internal and external meetings with clarity and foresight.
• Coordinate travel logistics and reservations.
• Send reminders, prep materials, and follow-up on action items after meetings.
• Provide light personal support (bill pay, scheduling, etc.).
• Client & Sales Support
• Track and follow up on sales leads and proposals across all three companies.
• Manage CRM tools, update lead statuses, and prepare weekly reports.
• Draft intro emails, follow-ups, and basic proposals.
• Ensure timely replies and updates to prospects and current clients.
• Collect testimonials and feedback for marketing and client satisfaction.
• Operations & Administration
• Monitor accounts receivable, follow up on outstanding invoices, and maintain billing spreadsheets.
• Keep administrative systems clean and organized (Google Drive, Asana, Slack, etc.).
• Support team workflows by flagging loose ends and open loops.
• Summarize key info or documents for CEO review.
• Help coordinate internal meetings and company events.
• Communication & Content
• Distribute company updates, assets, and information to partners and stakeholders.
• Draft light copy for outreach emails, updates, and reminders.
• Assist with LinkedIn lead generation outreach (ETC and No Fools).
• Maintain contact lists across all brands.
• Additional Support Areas
• Outreach & Lead Generation
• CRM management and automation of follow-ups.
• Email outreach to strategic partners (churches, athletes, creatives).
• LinkedIn engagement with potential partners and ambassadors.
• Project Management & Internal Process Support
• Draft scopes, proposals, or prep docs for review.
• Clean and maintain Asana task boards.
• Coordinate with freelancers and vendors (videographers, printers, etc.).
• Marketing & Content Execution
• Support marketing email campaign prep (Mailchimp, ConvertKit).
• Conduct basic research for blogs, emails, or client projects.
• Schedule social media posts and manage inbox triage.
• Customer Retention & Experience
• Coordinate client gifting and thank-you notes.
• Schedule quarterly check-ins or feedback surveys.
• Track client wins for case studies and proposals.
• Finance & Administration
• Assist with bookkeeping and QuickBooks/Xero reconciliation.
• Organize contracts and payment terms.
• Monitor vendor payments and subscriptions.

Requirements

Education

• Diploma or Bachelor’s degree.
• Equivalent of 16 years of formal English education.
• Neutral, sounding English accent; professional fluency in English.

Experience

• 2–3 years as an Executive Assistant in relevant fields (administration, operations, creative or marketing industries).