Executive Assistant - Automotive Industry

Description

**Executive Assistant (Automotive Industry \| Operations \& Client Coordination) – Remote****Position Type:** Full\-Time, Remote **Working Hours:** U.S. Business Hours **About the Role** We’re hiring an Executive Assistant (Operations \& Client Coordination) to support daily operations, client communication, CRM management, and workflow coordination for a fast\-growing business in the automotive industry. This is not a basic admin role. You’ll act as a key operational partner to the founder by managing: * Client communication * Contractor coordination * CRM organization * Scheduling and operations * Follow\-ups and workflow tracking * Day\-to\-day execution support This role is ideal for someone who is highly organized, proactive, detail\-oriented, and comfortable managing multiple moving parts in a fast\-paced environment. If you thrive on keeping operations structured, clients informed, and priorities moving forward — this role is built for you. **What You’ll Do****Client Communication \& Coordination*** Manage inbound client inquiries and prioritize urgent requests * Draft and send professional client updates, summaries, and follow\-ups * Ensure timely communication and strong client experience throughout projects * Track ongoing conversations and maintain organized communication workflows **Contractor \& Project Coordination*** Coordinate with freelance contractors on active projects and deals * Track deliverables, timelines, and project progress * Maintain communication between contractors, clients, and leadership * Ensure tasks and deadlines stay organized and on track **CRM \& Administrative Operations*** Manage and maintain CRM records inside GoHighLevel (GHL) * Keep client records, deal pipelines, and workflows accurate and organized * Support onboarding workflows by collecting and organizing client information * Ensure operational data is updated consistently and accurately **Scheduling \& Executive Support*** Manage calendars, meetings, and scheduling using: * Google Calendar * Gmail * Google Workspace * Coordinate meetings and daily priorities for the founder * Prepare materials and context ahead of client or partner calls * Support daily operational alignment and follow\-through **Research \& Reporting*** Conduct light research including: * Market comparisons * Inventory checks * Vendor research * Data gathering * Organize findings into clear summaries and actionable information * Support operational and business decision\-making **Requirements****Experience*** 2\+ years supporting: * Founders * Executives * Small business owners * Experience in executive support, operations coordination, or client management **Must\-Have Technical Skills*** Strong hands\-on experience with: * GoHighLevel (GHL) * Google Workspace (Gmail, Google Calendar, Google Docs, Google Drive) * Experience managing client communication and follow\-ups * Strong organizational and multitasking skills **Communication \& Execution*** Excellent written and verbal English communication * Ability to manage shifting priorities independently * Strong attention to detail and operational accuracy * Reliable remote work setup and stable internet connection **Nice to Have*** Experience in: * Automotive industry operations * Client coordination * Service\-based businesses * Familiarity with: * Gamma * Google Slides * PowerPoint * Notebook LM * Research and presentation tools **What a Typical Day Looks Like*** Respond to client inquiries and coordinate follow\-ups * Update and organize CRM records in GoHighLevel * Coordinate contractors and monitor active project timelines * Manage scheduling, meetings, and calendar updates * Conduct operational research and organize key information * Support the founder with daily priorities and execution tracking In short: you’ll keep operations organized, communication flowing, and projects moving forward efficiently. **Key Metrics (KPIs)*** Responsiveness and professionalism in client communication * CRM accuracy and organization * Timely coordination and follow\-through on tasks * Scheduling efficiency and calendar management * Operational reliability and consistency * Founder satisfaction and reduction in operational bottlenecks **Why This Role Stands Out*** High ownership and direct exposure to business operations * Opportunity to work closely with a founder in a fast\-growing business * Strong operational and executive support experience * Exposure to: * Client operations * CRM systems * Workflow management * Contractor coordination * Growth opportunities into: * Operations Manager * Client Success Manager * Executive Operations Lead **Interview Process*** Initial Phone Screen * Video Interview with Recruiter * Client Interview * Offer \& Onboarding **Apply Now** If you: * Thrive in fast\-moving operational environments * Love organization, communication, and execution * Enjoy supporting leadership and coordinating moving parts * Want a high\-impact role with strong ownership and visibility This is a strong opportunity to grow within operations and executive support.