Executive Assistant (Operations & Client Coordination)

Description

Summary: Seeking a highly organized and proactive Executive Assistant for operations and client coordination in a fast-growing automotive business. Highlights: 1. Key operational partner to the founder 2. Manages client communication and contractor coordination 3. Comfortable working in a fast-paced environment Job Title: Executive Assistant (Operations \& Client Coordination)**Position Type:** Full\-Time, Remote **Working Hours:** U.S. Business Hours About the Role: We are seeking a highly organized and proactive Executive Assistant (Operations \& Client Coordination) to support daily operations and client coordination for a fast\-growing business in the automotive space. This role goes beyond basic administrative support—you will act as a key operational partner to the founder, managing client communication, coordinating with contractors, and ensuring smooth execution across multiple workflows. The ideal candidate is detail\-oriented, resourceful, and comfortable working in a fast\-paced environment with shifting priorities. Responsibilities:Client Management* Manage inbound client inquiries and prioritize urgent requests. * Draft and send professional client communications, including updates and summaries. * Ensure timely follow\-ups and maintain a high\-quality client experience. Contractor Coordination* Coordinate with freelance contractors on active projects and deals. * Track progress and ensure timelines and deliverables are met. * Maintain clear communication between all stakeholders. CRM \& Administrative Management* Maintain and organize CRM systems, **specifically GoHighLevel (GHL)**. * Ensure accurate and up\-to\-date client and deal records. * Support onboarding by collecting and organizing client information. Communication \& Scheduling* Manage calendar scheduling, meetings, and daily priorities using **Google Calendar and Gmail**. * Prepare materials and context for client or partner calls. * Support daily check\-ins to ensure alignment on priorities. Research \& Reporting* Conduct light research including market comparisons, inventory checks, and basic data gathering. * Support decision\-making by organizing and presenting relevant information. What Makes You a Perfect Fit:* Highly organized with strong attention to detail. * Proactive and able to work independently with minimal supervision. * Comfortable managing multiple workflows in a fast\-paced environment. * Strong communicator who can represent the business professionally. * Reliable and responsive during U.S. working hours. Required Experience \& Skills (Minimum):* 2\+ years of experience supporting a founder, executive, or small business owner. * Strong hands\-on experience with **GoHighLevel (GHL)**. * **Proficiency in Google Workspace (G Suite), including Gmail, Google Calendar, Docs, and Drive — this is a must\-have.** * Experience managing client communication and follow\-ups. * Strong organizational and multitasking abilities. * Excellent written and verbal English communication skills. * Ability to work independently and manage shifting priorities effectively. * Reliable internet connection and professional remote work setup. Tools \& Systems:Must\-Have Tools (Non\-Negotiable)* **GoHighLevel (GHL)** * **Google Workspace (G Suite): Gmail, Google Calendar, Google Docs, Google Drive** Nice\-to\-Have Tools* Gamma (or similar presentation tools) * Slide creation tools (Google Slides, PowerPoint, etc.) * Notebook LM or similar tools for organization and research What Does a Typical Day Look Like? An Executive Assistant’s day is focused on keeping operations organized and ensuring smooth communication across the business. You will: * Manage client inquiries and follow\-ups. * Coordinate with contractors and track progress. * Maintain CRM records and ensure data accuracy. * Schedule meetings and support daily planning. * Conduct research and organize key information. **In essence:** you are the operational backbone, ensuring nothing falls through the cracks while supporting both clients and internal workflows. Key Metrics for Success (KPIs)* Responsiveness and quality of client communication. * Accuracy and organization of CRM and deal tracking. * Timely coordination and follow\-through on tasks. * Efficiency in managing schedules and priorities. * Overall operational reliability and support to the founder. Interview Process:* Initial Phone Screen * Video Interview with Recruiter * Client Interview * Offer \& Onboarding