Executive Assistant (Operations & Client Coordination)

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.