Executive Assistant – Business Operations Specialist

This is a fully remote position, open to applicants in Bahamas.

📋 Description

• Collaborate closely with the Principal on daily executive and business priorities.

• Oversee stakeholder communication and ensure prompt follow-up.

• Assist with calendar management, scheduling, meetings, and coordination.

• Draft, review, organize, and respond to professional emails, documents, reports, and other communications.

• Monitor commitments, requests, and action items.

• Participate in virtual client and prospect meetings, preparing meeting notes, conclusions, and action items.

• Provide support for business and occasional personal executive needs.

• Handle sensitive business, financial, and personal information with discretion.

• Assist in financial administration using QuickBooks or similar software.

• Support accounts receivable, accounts payable, reconciliations, payroll administration, and financial documentation.

• Organize information pertinent to VAT and other financial procedures.

• Maintain precise records and follow up on outstanding issues.

• Collaborate with finance or accounting professionals.

• Conduct research in business, market trends, clients, industries, and more.

• Analyze data and create summaries, reports, and recommendations.

• Coordinate and support operational and strategic projects, processes, deadlines, and stakeholder follow-ups.

• Manage assigned projects from inception to completion.

• Identify inefficiencies and propose process enhancements.

• Utilize AI tools for research, analysis, drafting, summarization, and organization.

• Spot AI and automation opportunities to enhance workflows.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant, Business Assistant, Operations Assistant, Business Operations Specialist, or a similar support role.

• Experience in supporting a founder, executive, business owner, or senior leader.

• Outstanding written and verbal English skills.

• Strong professional and business writing capabilities.

• Excellent analytical and problem-solving skills.

• Familiarity with QuickBooks or comparable accounting software.

• Understanding of basic financial administration.

• Knowledge of accounts receivable/payable, reconciliations, payroll administration, and financial documentation.

• High proficiency with AI tools such as ChatGPT and/or Claude.

• Ability to leverage AI for impactful business work and review/refine outputs.

• Strong research skills and the ability to synthesize information.

• Exceptional organization and attention to detail.

• Capability to manage multiple priorities, stakeholders, and projects simultaneously.

• Sound independent judgment and prioritization skills.

• High level of discretion with confidential information.

• Comfortable working autonomously with minimal supervision.

• Willingness to initially work part-time, approximately 25 hours per week.

• Availability that aligns with Nassau / Eastern Time business hours.

• Engagement as an independent contractor.

• Nice-to-have: experience in professional services, consulting, financial services, banking, accounting, corporate services, real estate, or other commercially focused fields.

• Nice-to-have: experience in bookkeeping, VAT documentation, Google Workspace, Microsoft Outlook, Google Drive, process improvement, workflow automation, and direct client or senior stakeholder engagement.

🏝️ Benefits

• Opportunity to increase hours and responsibilities as time progresses.

• Work directly with an experienced Founder & Principal.

• Gain exposure to a diverse array of businesses, clients, and projects.

• Enjoy significant autonomy and the chance to become a trusted advisor to leadership.

• Develop expertise across professional services, advisory, finance, and business operations.

• Long-term engagement prospects.

• Work in an environment that values initiative, intelligence, judgment, and continuous improvement.

• Additional training available as needed.