Executive Assistant Operations

About the Role
They are seeking an exceptionally organized and detail-oriented Executive Operations Assistant to provide essential support to the owner and the growing organization. This role is perfect for process-oriented individuals who:

• Thrive on bringing structure and clarity to dynamic environments
• Are passionate about supporting a visionary executive who excels at generating innovative ideas
• Are extremely organized with excellent prioritization skills
• Are proactive in identifying inefficiencies and creating solutions
• Enjoy creating order from complexity and documenting processes
• Are energized by helping transform big ideas into actionable plans
• Are comfortable with technology and learning new systems
• Are passionate about the mission of advancing women in cybersecurity

Responsibilities
Executive Support & Task Management (75%)

• Sales Support: Help the owner stay focused on sales through daily planning, scheduling, reminders, follow-ups, and maintaining prospect communication.
• Schedule & Priority Management: Manage the owner’s calendar, weekly tasks, and competing demands.
• Communication Management: Respond to emails, screen communications, and ensure timely follow-up.
• Task Clarification: Break down task descriptions into step-by-step processes for team execution.
• Meeting Support: Attend sales calls, assist with proposals, and track action items.

Team & Operations Management (15%)

• Contractor Management: Approve timecards, ensure timely payments, and assist with onboarding.
• Project Management Support: Support project coordination and resource planning.
• Reporting: Run Clockify and other operational reports.
• Capacity Planning: Assist with team resourcing and workload balancing.
• Process Development: Create and refine operational processes and procedures.

Client Operations & Support (10%)

• Client Communication: Send updates such as holiday closures and important notices.
• Client Support: Monitor HelpScout, respond to tickets, and triage appropriately.
• Client Onboarding: Support smooth onboarding for new clients.
• Certification Support: Assist with B Corp Certification and 1% for the Planet activities.

Required Skills

• 1–3 years of experience in administrative support, executive assistance, or operations roles
• Entrepreneurial mindset (creative problem-solving, proactive, adaptable, resilient)
• Strong organizational skills with ability to manage multiple priorities
• Process-oriented approach with systematic workflows and procedures
• Excellent written and verbal communication skills
• Experience supporting high-output executives or business owners
• High attention to detail and accuracy
• Passion for women’s advocacy and/or mission-driven organizations

Preferred Skills

• Background in technology or cybersecurity
• Familiarity with small business operations or startups
• Experience with social impact or mission-driven companies
• Knowledge of basic accounting/bookkeeping principles
• Proficiency with ClickUp, HelpScout, and/or Clockify

What We Offer

• $15–$25 hourly (depending on experience and location)
• Professional development opportunities
• Mission-driven work with direct impact on women’s career advancement globally
• Entrepreneurial environment where you can help shape and build the business
• Growth potential
• Remote flexibility