Executive Operations Assistant

This is a fully remote position, open to applicants anywhere in the world.

📋 Description

• Maintain an accurate and centralized list of the Executive’s ongoing tasks, projects, commitments, and follow-ups.

• Decompose larger directives into clear, actionable items.

• Assign deadlines, priorities, owners, and next steps to each task.

• Track multiple assignments across various businesses, clients, vendors, employees, and partners.

• Follow up with accountable individuals until tasks are completed.

• Document updates, delays, decisions, and outstanding requirements.

• Identify stalled tasks and take appropriate steps to advance them.

• Escalate urgent issues or significant delays before they escalate further.

• Assist in organizing the Executive’s daily, weekly, and long-term priorities.

• Maintain reminders for meetings, deadlines, payments, appointments, and commitments.

• Coordinate meetings across Kenya, the U.S., and other international time zones.

• Prepare agendas, meeting notes, action items, and follow-up lists.

• Ensure that commitments made during meetings or conversations are recorded and addressed.

• Communicate professionally via phone calls, email, WhatsApp, SMS, online chat, and video meetings.

• Schedule and confirm meetings, calls, appointments, and reminders.

• Prepare and format professional documents, reports, letters, proposals, invoices, presentations, and spreadsheets.

• Conduct online research on companies, products, services, vendors, travel options, business opportunities, software, and other assigned topics.

• The assistant may be tasked with coordinating activities across multiple businesses and projects.

⛳️ Requirements

• Excellent computer skills are essential.

• Must be very comfortable working on a computer for the majority of the workday.

• Good typing speed with a strong emphasis on accuracy.

• Ability to quickly learn new software and online platforms.

• Strong internet research capabilities.

• Experience with email, web browsers, cloud storage, online forms, calendars, and video-conferencing platforms.

• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

• Proficiency in Google Workspace, including Gmail, Google Docs, Google Sheets, Google Calendar, and Google Drive.

• Comfortable using WhatsApp Web and other online communication platforms.

• Familiarity with task management, CRM, or project-management systems.

• Willingness to learn platforms such as Zoho, Microsoft Dynamics 365, ChatGPT, Microsoft Teams, Zoom, Google Meet, and other business tools.

• Strong spoken and written English skills.

• Clear and professional telephone communication abilities.

• Capability to compose professional emails and WhatsApp messages.

• Ability to listen attentively, comprehend instructions, and ask relevant questions when necessary.

• Ability to communicate confidently with senior professionals, clients, vendors, and team members.

• Ability to summarize complex or lengthy information in a clear manner.

• Excellent attention to detail.

• Strong time-management and prioritization skills.

• Ability to maintain accurate records and trackers.

• Ability to remember and follow through on commitments.

• Ability to work across multiple businesses and projects without confusion.

• Ability to differentiate between urgent tasks and those that can wait.

• Ability to work methodically even when priorities shift.

• Honest and trustworthy.

• Reliable and punctual.

• Highly organized.

• Responsible with time management.

• Proactive rather than passive.

• Comfortable taking ownership of tasks.

• Persistent in following up with individuals.

• Able to work with minimal supervision.

• Open to receiving feedback and making improvements.

• Calm under pressure.

• Flexible and adaptable.

• Professional in appearance, conduct, and communication.

• Careful with confidential information.

• Able to acknowledge when they do not know something and take steps to learn it.

• Focused on delivering accurate results.

• Capable of solving routine problems independently.

• Interested in continuous learning and professional development.

🏝️ Benefits

• Company-paid internet allowance to facilitate reliable remote work.

• Fully remote position, eliminating daily commuting costs and travel time.

• Direct exposure to business leadership, decision-making, operations, technology, client management, and entrepreneurship.

• Opportunity to learn modern business systems, including CRM platforms, task-management tools, cloud applications, artificial intelligence tools, and automation platforms.

• Varied and meaningful work across technology, customer service, business development, operations, travel, consulting, and other expanding business areas.

• Practical professional development in communication, organization, project coordination, research, executive support, and problem-solving.

• Opportunity for increased responsibility and salary growth based on performance, reliability, capability, and business expansion.

• Potential for long-term employment for a dependable individual who becomes a trusted and valuable team member.

• Flexible work scheduling, with agreed working hours that may be adjusted between Kenya and U.S. business hours when necessary.

• Greater independence and ownership, allowing the successful candidate to build confidence and demonstrate initiative rather than performing solely repetitive administrative tasks.

• Professional mentorship and guidance through direct involvement in real business challenges, projects, and decisions.

• Exposure to international clients, partners, and working environments, providing valuable experience beyond the local market.

• Opportunity to build a strong professional track record by assisting in managing important projects, coordinating multiple stakeholders, and delivering measurable results.

• Recognition for strong performance, initiative, accuracy, and consistent follow-through.