Executive Assistant - Automotive Industry

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.