Executive Assistant, Sales & Operations Coordinator

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

📋 Description

• Promptly respond to new EFCA and EFS leads and applicants.

• Schedule discovery and consultation calls on the Founder’s calendar, as well as follow-up calls.

• Focus on populating the Founder’s Monday calendar every Thursday and Friday.

• Utilize weekend coverage hours to address leads from the weekend and arrange calls for the upcoming week.

• Manage communication with leads and maintain records in HighLevel CRM.

• Collaborate with the Founder’s Administrative Assistant to coordinate lead coverage and handoffs across different time zones.

• Oversee the CEO’s calendar, meetings, appointments, and follow-up actions.

• Prepare materials for meetings and monitor action items and deadlines.

• Draft and proofread emails, documents, and other communications.

• Keep digital files, records, spreadsheets, and trackers organized and up to date.

• Manage projects and administrative tasks from initiation to completion.

• Conduct research and provide support for special projects.

• Transform incoming requests into organized tasks, subtasks, timelines, and priorities.

• Present decisions to the Founder in a clear format and ensure closure on resolved issues.

• Communicate effectively with staff, clients, families, vendors, and partners.

• Clear email, Slack, text, and WhatsApp channels at the end of each workday.

• Coordinate requests from leadership, staff, prospective clients, current clients, and families through to completion.

• Assist with onboarding of clients and employees, including scheduling, documentation, and follow-up.

• Manage recurring operational tasks such as payroll, time tracking, billing, and HR administration.

• Aid in business and insurance compliance documentation.

• Ensure accurate information is maintained across company systems, calendars, CRM/database tools, spreadsheets, and operational trackers.

• Perform additional duties as necessary.

⛳️ Requirements

• Preferred: Associate’s or Bachelor’s degree, or an equivalent combination of relevant education and professional experience.

• Preferred: 2+ years of experience in executive support, administrative coordination, sales coordination, client services, operations, or a similar role.

• Strong organizational, communication, and time-management abilities.

• Excellent attention to detail and commitment to follow-through.

• Capability to manage multiple priorities and work independently.

• Professional, reliable, resourceful, and responsive demeanor.

• Technologically savvy and comfortable learning and using various scheduling, CRM/database, communication, document-management, and time-tracking systems.

• Proficiency in Google Workspace, Microsoft Office, or similar software.

• Ability to maintain confidentiality and handle sensitive information responsibly.

• Experience supporting an executive or founder and collaborating with remote teams is strongly preferred.

• Familiarity with CRM systems, sales/client coordination, project management, HR/payroll, billing, or scheduling platforms is advantageous.

• Availability to work the agreed weekday and weekend coverage hours, remain responsive during working hours, and accurately log all hours worked.

• Ability to utilize a VPN on external networks and adhere to company privacy and data-security protocols.

🏝️ Benefits

• Benefits offered.

• Flexible schedule adjustments when business needs permit and with prior approval from the Founder.

• Opportunity to work fully remotely.

• Weekend hours may transition to an as-needed basis once initial coverage requirements are fulfilled.