Executive Assistant (Operations & Team Coordinator)

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Reports to: Matt N.

About the Role

Our client is seeking a highly organized, proactive, and
adaptable Executive Assistant to become his primary operational partner. This
individual will serve as the main point of contact between the client and a
team of research assistants, ensuring projects move forward efficiently while
keeping deadlines on track.

The ideal candidate is someone who thrives in a fast-paced
environment, enjoys problem-solving, can adapt quickly to changing priorities,
and is comfortable taking ownership of daily operations with minimal
supervision.

This role requires someone who can anticipate needs,
communicate effectively, and keep multiple moving pieces organized while
supporting a business that manages ongoing events and research projects.

Key Responsibilities

Executive Support

• Act
  as the client's primary Executive Assistant and trusted point of contact.
  
• Manage
  daily priorities and help keep projects on schedule.
  
• Coordinate
  tasks across multiple projects and brands.
  
• Assist
  with operational, administrative, and project management tasks.
  
• Handle
  ad hoc requests and shifting priorities as business needs evolve.
  
• Organize
  information and maintain documentation.
  

Team Coordination

• Supervise
  and coordinate the work of the research assistants.
  
• Delegate
  assignments as directed by the client.
  
• Monitor
  task completion and ensure deadlines are consistently met.
  
• Conduct
  regular check-ins with team members.
  
• Provide
  status updates and identify potential bottlenecks before they become
  issues.
  
• Ensure
  all completed work is properly documented and organized.
  

Project & Workflow Management

• Track
  projects using Milanote (training can be provided).
  
• Maintain
  organized workflows and project boards.
  
• Ensure
  information is updated accurately and consistently.
  
• Keep
  records organized for multiple ongoing event projects.
  

Administrative Support

• Assist
  with research and information gathering.
  
• Organize
  files and digital documents.
  
• Prepare
  reports and progress updates.
  
• Help
  prioritize urgent requests.
  
• Support
  business operations as needed.
  

Required Skills & Qualifications

• Previous
  experience as an Executive Assistant, Operations Assistant, Project
  Coordinator, or similar role.
  
• Excellent
  organizational and time-management skills.
  
• Strong
  verbal and written English communication skills.
  
• Ability
  to manage multiple priorities simultaneously.
  
• Highly
  detail-oriented.
  
• Strong
  problem-solving abilities.
  
• Self-motivated
  and able to work independently.
  
• Comfortable
  managing and coordinating remote team members.
  
• Ability
  to remain calm and organized under pressure.
  
• Quick
  learner with excellent adaptability.
  
• Reliable
  with strong follow-through.
  

Preferred Experience

• Experience
  leading or coordinating virtual teams.
  
• Project
  management experience.
  
• Experience
  supporting executives or business owners.
  
• Familiarity
  with research-based work.
  
• Experience
  working in fast-paced environments.
  
• Experience
  supporting events or operational teams is an advantage.
  

Software & Tools

Preferred experience with:

• Milanote
  (or willingness to learn quickly)
  
• Google
  Workspace
  
• Microsoft
  Office
  
• Zoom
  
• Slack
  or similar communication platforms
  
• Project
  management software
  

Ideal Candidate Profile

The successful candidate is someone who:

• Is
  proactive rather than reactive.
  
• Enjoys
  organizing people and processes.
  
• Takes
  ownership of responsibilities.
  
• Learns
  new systems quickly.
  
• Can
  shift priorities without becoming overwhelmed.
  
• Communicates
  professionally and confidently.
  
• Pays
  close attention to details.
  
• Works
  well independently while keeping leadership informed.
  
• Can
  effectively manage repetitive operational processes while remaining
  focused on quality.
  

Work Environment

The business operates on tight deadlines due to ongoing
event schedules. New projects begin every week, making consistency,
organization, and timely communication essential. The Executive Assistant will
play a key role in ensuring that work is completed efficiently so the client
can focus on higher-level business operations.

Important Client Preferences & Notes

Hiring Structure

• Initially
  looking for one Executive Assistant but open to hiring two if both
  candidates are an excellent fit.
  
• Executive
  Assistant will oversee a team of research assistants.
  

Work Style

• Needs
  someone who is flexible and can pivot quickly when priorities change.
  
• Wants
  an assistant who can think independently and solve problems with minimal
  direction.
  
• Looking
  for someone who can become his "go-to" person.
  

Management Style

• Client
  is extremely busy running events and wants one trusted person who can keep
  the team organized.
  
• Prefers
  receiving updates from one lead assistant rather than managing multiple
  people directly.
  

Training

• Client
  already has extensive documentation, research materials, and processes
  prepared.
  
• Assistant
  should be able to learn quickly and become productive with available
  resources.
  

Business Environment

• Fast-paced.
  
• Deadline-driven.
  
• Event-focused.
  
• Requires
  excellent follow-through.