Executive Assistant / Strategic Operations Partner (Job ID: SHAREG1)

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

The client is a specialized leadership coaching and consulting firm dedicated to organizational development and advancing senior women's leadership. The firm offers bespoke programs, including the Impact Amplification Program™ and the Leadership Systems Partnership™, focused on helping growth-stage companies and their senior leaders increase influence and clarity, reduce burnout, and strengthen leadership infrastructure to ensure sustainable high performance.

About the Role:

We are seeking a highly strategic and systems-minded Executive Assistant to function as a Strategic Operations Partner and operational cornerstone for our growing leadership development firm. This pivotal stewardship role extends beyond routine administrative tasks to encompass high-level executive support, sophisticated client relationship management, and proactive system optimization.

This is a fast-paced environment that requires high mental bandwidth. While a core focus of the role is building scalable systems to improve efficiency, the daily reality is often time-sensitive and reactive. The ideal partner understands how to manage a high-capacity workload and can pivot quickly to handle urgent needs without sacrificing the firm's reputation for precision and exceptional client care.

Success requires an acute focus on detail integrity, high emotional intelligence, and a commitment to leveraging technology to move the business from reactive to proactive.

Key Responsibilities

1. Executive Support & Communication

• High-Level Correspondence: Serve as the primary point of contact for clients, including CEOs and Senior HR Executives, mirroring a professional, empathetic, and sophisticated brand voice.
• Calendar & Travel Management: Oversee complex scheduling and handle end-to-end travel logistics for international speaking engagements and workshops.
• Meeting Mastery: Attend calls with the Founder to capture high-fidelity notes, identify action items, and ensure proactive follow-up with all stakeholders.
• Stewardship: Ensure clients receive consistent, professional, and timely communication so they feel supported and well cared for.

2. Operations & Project Management

• Project Oversight & Team Momentum: Maintain and organize internal and client project boards (ClickUp) to track deadlines and support the team in keeping recurring and daily tasks moving forward. You will act as the "guard" of our project management system, ensuring both high-level Quarterly Rocks and daily deliverables stay on track across the entire team.
• Content Scheduling & Brand Presence: Manage the scheduling and publishing of social media content and newsletters using Publer and Beehiiv. This requires strong copywriting skills to draft, refine, and update copy using our specific brand voice to ensure consistency across all platforms.
• System Optimization: Proactively identify workflow bottlenecks and maintain Standard Operating Procedures (SOPs) to ensure the business remains scalable and systems run smoothly during busy seasons.
• CRM Pipeline Stewardship: Oversee GoHighLevel pipelines to ensure total data integrity. You will monitor opportunity cards for accuracy, ensure detailed notes are maintained, and manage pipeline stages to provide the Founder with a real-time, accurate view of the sales and onboarding ecosystem.
• Tactical Admin & Delivery: Execute onboarding processes, manage invoicing and payment reconciliation (QuickBooks/Stripe), and handle virtual workshop/webinar logistics. You will also moderate and execute administrative tasks for our Circle community platform.
• Quarterly Rocks: Own and support "Rocks"—strategic projects outside of daily responsibilities that move the business forward beyond day-to-day operations.

3. AI Integration & Tech Fluency

• Advanced AI Utilization: Use AI tools (specifically Claude) to draft communications, summarize data, and automate repetitive tasks while maintaining a human-first approach.
• Lead Change: Stay ahead of AI trends and automation platforms (Zapier) to suggest and implement efficiency improvements.
• Design & Brand: Create and format polished client-facing materials, workbooks, and proposals using Canva and Gamma.

Qualifications & Skills

• Experience: 3+ years in an EA or Operations role, ideally supporting leadership development or coaching businesses.
• Solution-First Thinker: You bring order to complexity and come to the table with solutions rather than just identifying problems.
• High EQ: You understand the nuances of communicating with senior leaders and can manage "up" to keep the Founder organized.
• Detail Integrity: You take pride in precision, noticing the small details that others might miss.
• Reliability & Commitment: You thrive in a remote-first environment, take full ownership of your work, and are looking for a role where you can be fully immersed in the business culture.

Tools & Platforms

What Success Looks Like

• The CEO’s inbox and calendar feel organized and proactively managed.
• Clients feel supported, informed, and "held" through every stage of their journey.
• No operational details slip through the cracks, even during busy seasons.
• Systems are continuously refined to reduce manual work for the entire team.