Executive Assistant - Automotive Industry

Executive Assistant (Automotive Industry | Operations & Client Coordination) – Remote

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours

About the Role

We’re hiring an Executive Assistant (Operations & Client Coordination) to support daily operations, client communication, CRM management, and workflow coordination for a fast-growing business in the automotive industry.

This is not a basic admin role.

You’ll act as a key operational partner to the founder by managing:
• Client communication
• Contractor coordination
• CRM organization
• Scheduling and operations
• Follow-ups and workflow tracking
• Day-to-day execution support

This role is ideal for someone who is highly organized, proactive, detail-oriented, and comfortable managing multiple moving parts in a fast-paced environment.

If you thrive on keeping operations structured, clients informed, and priorities moving forward — this role is built for you.

What You’ll Do

Client Communication & Coordination

• Manage inbound client inquiries and prioritize urgent requests
• Draft and send professional client updates, summaries, and follow-ups
• Ensure timely communication and strong client experience throughout projects
• Track ongoing conversations and maintain organized communication workflows

Contractor & Project Coordination

• Coordinate with freelance contractors on active projects and deals
• Track deliverables, timelines, and project progress
• Maintain communication between contractors, clients, and leadership
• Ensure tasks and deadlines stay organized and on track

CRM & Administrative Operations

• Manage and maintain CRM records inside GoHighLevel (GHL)
• Keep client records, deal pipelines, and workflows accurate and organized
• Support onboarding workflows by collecting and organizing client information
• Ensure operational data is updated consistently and accurately

Scheduling & Executive Support

• Manage calendars, meetings, and scheduling using:
• Google Calendar
• Gmail
• Google Workspace
• Coordinate meetings and daily priorities for the founder
• Prepare materials and context ahead of client or partner calls
• Support daily operational alignment and follow-through

Research & Reporting

• Conduct light research including:
• Market comparisons
• Inventory checks
• Vendor research
• Data gathering
• Organize findings into clear summaries and actionable information
• Support operational and business decision-making

Requirements

Experience

• 2+ years supporting:
• Founders
• Executives
• Small business owners
• Experience in executive support, operations coordination, or client management

Must-Have Technical Skills

• Strong hands-on experience with:
• GoHighLevel (GHL)
• Google Workspace (Gmail, Google Calendar, Google Docs, Google Drive)
• Experience managing client communication and follow-ups
• Strong organizational and multitasking skills

Communication & Execution

• Excellent written and verbal English communication
• Ability to manage shifting priorities independently
• Strong attention to detail and operational accuracy
• Reliable remote work setup and stable internet connection

Nice to Have

• Experience in:
• Automotive industry operations
• Client coordination
• Service-based businesses
• Familiarity with:
• Gamma
• Google Slides
• PowerPoint
• Notebook LM
• Research and presentation tools

What a Typical Day Looks Like

• Respond to client inquiries and coordinate follow-ups
• Update and organize CRM records in GoHighLevel
• Coordinate contractors and monitor active project timelines
• Manage scheduling, meetings, and calendar updates
• Conduct operational research and organize key information
• Support the founder with daily priorities and execution tracking

In short: you’ll keep operations organized, communication flowing, and projects moving forward efficiently.

Key Metrics (KPIs)

• Responsiveness and professionalism in client communication
• CRM accuracy and organization
• Timely coordination and follow-through on tasks
• Scheduling efficiency and calendar management
• Operational reliability and consistency
• Founder satisfaction and reduction in operational bottlenecks

Why This Role Stands Out

• High ownership and direct exposure to business operations
• Opportunity to work closely with a founder in a fast-growing business
• Strong operational and executive support experience
• Exposure to:
• Client operations
• CRM systems
• Workflow management
• Contractor coordination
• Growth opportunities into:
• Operations Manager
• Client Success Manager
• Executive Operations Lead

Interview Process

• Initial Phone Screen
• Video Interview with Recruiter
• Client Interview
• Offer & Onboarding

Apply Now

If you:
• Thrive in fast-moving operational environments
• Love organization, communication, and execution
• Enjoy supporting leadership and coordinating moving parts
• Want a high-impact role with strong ownership and visibility

This is a strong opportunity to grow within operations and executive support.