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 communications and ensure prompt follow-up.

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

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

• Monitor commitments, requests, and action items.

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

• Support both business and occasional personal executive needs.

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

• Aid in financial administration using QuickBooks.

• Assist with accounts receivable/payable, reconciliations, payroll administration, and financial documentation.

• Organize information for VAT and other financial processes.

• Keep accurate records and follow up on unresolved matters.

• Coordinate with finance or accounting professionals.

• Conduct research on business, market, client, and industry trends.

• Analyze information into summaries, reports, and recommendations.

• Support and coordinate operational and strategic projects.

• Manage processes, deadlines, and stakeholder follow-ups.

• 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 comprehensive support role.

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

• Exceptional written and spoken English skills.

• Strong professional and business writing abilities.

• Excellent analytical and problem-solving capabilities.

• Experience with QuickBooks or comparable accounting software.

• Basic understanding of financial administration.

• Familiarity with accounts receivable/payable, reconciliations, payroll administration, and financial documentation.

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

• Strong research and information synthesis skills.

• Outstanding organizational skills and attention to detail.

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

• Strong independent judgment and prioritization skills.

• High level of discretion with confidential information.

• Comfortable working autonomously with minimal supervision.

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

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

🏝️ Benefits

• Opportunity to increase hours and responsibilities over time.

• Work directly with an experienced Founder & Principal.

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

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

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

• Long-term engagement anticipated.

• Initiative, intelligence, judgment, and continuous improvement are genuinely valued.

• Additional training provided as needed.