Executive Assistant – Business Operations Specialist

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

📋 Description

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

• Manage communications with stakeholders and ensure timely follow-up on essential messages.

• Assist with calendar organization, scheduling, meetings, and coordination efforts.

• Draft, review, organize, and address professional emails, documents, reports, and communications.

• Keep track of commitments, requests, and action items.

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

• Provide support for business needs and occasional personal executive tasks.

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

• Aid in financial administration using QuickBooks.

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

• Organize information for VAT and other financial processes.

• Maintain precise records and follow up on outstanding issues.

• Coordinate with finance or accounting professionals.

• Conduct research on business, market, clients, and industries.

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

• Support and coordinate operational and strategic projects.

• Manage processes, deadlines, and follow-ups with stakeholders.

• Oversee assigned projects from inception to completion.

• Identify inefficiencies and suggest process enhancements.

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

• Spot opportunities for AI and straightforward workflow automation.

• Enhance the organization and execution of recurring tasks.

⛳️ Requirements

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

• Background in assisting a founder, executive, business owner, or senior leader.

• Exceptional written and verbal English communication skills.

• Strong professional and business writing capabilities.

• Solid analytical and problem-solving skills.

• Familiarity with QuickBooks or comparable accounting software.

• Good understanding of fundamental financial administration.

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

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

• Ability to leverage AI for substantial business tasks and to review/refine outputs.

• Strong research and information synthesis abilities.

• Excellent organizational skills and attention to detail.

• Capacity to manage multiple priorities, stakeholders, and projects concurrently.

• Strong independent judgment and prioritization skills.

• High level of discretion regarding confidential information.

• Comfortable working independently with minimal oversight.

• Ability to initially work part-time for 25 hours per week.

• Availability aligned with Nassau/Eastern Time business hours.

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

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

🏝️ Benefits

• Potential for increased hours and responsibilities over time.

• Opportunity to work directly with an experienced Founder & Principal.

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

• A varied role covering executive support, operations, research, financial administration, and AI.

• Significant autonomy with the chance to become a trusted right hand to leadership.

• Opportunity to develop knowledge in professional services, advisory, finance, and business operations.

• Long-term engagement prospects.

• A work environment that values initiative, intelligence, judgment, and continuous improvement.

• Additional training offered as needed.