Executive Assistant/Operations Support

Executive Assistant/Operations Support

Location: Remote
Type: Full-Time (PST Hours)
Reports to: CEO & Operations Manager

The Mission

Your job is simple but critical: buy back leadership time.

This role exists to protect the CEO and Operations Manager from low-leverage tasks so they can focus on revenue, growth, strategic execution, and scaling the business.

If something creates friction in the business, you remove it.
You create leverage. You protect focus. You drive momentum.

Scope of Role

This is a fast-moving, high-ownership role. As the business evolves, your scope will evolve with it.

You are not just an assistant — you are an execution partner.

Executive & Calendar Management

• Manage complex calendars and protect deep work time
• Schedule meetings intentionally and efficiently
• Prepare meeting agendas and take detailed notes
• Distribute follow-up action items
• Provide daily leadership progress updates
• Ensure reports are submitted prior to executive meetings

Buy Back CEO Time

• Continuously audit leadership tasks
• Identify tasks to delegate, delete, automate, or systemize
• Filter communication to protect executive focus
• Ensure no high-priority task falls through the cracks

Communication & Inbox Management

• Manage executive email inboxes
• Filter Slack and internal communications
• Draft responses on behalf of leadership
• Track follow-ups and maintain organized systems
• Ensure timely resolution of communication threads

Project & Team Accountability

• Manage projects inside Notion
• Track deadlines and deliverables
• Check in with team members on progress
• Provide clear and concise updates to the CEO & Operations Manager
• Remove bottlenecks to keep projects moving

Travel & Logistics

• Book flights, accommodations, and itineraries
• Handle scheduling changes and adjustments
• Create detailed travel plans
• Coordinate transportation and logistics

Financial & Administrative Oversight

• Track receipts and expenses
• Submit reimbursements
• Coordinate with the finance team as needed
• Maintain organized Google Drive systems

eCommerce & Operations Support

• Support Shopify and Amazon Seller Central tasks
• Assist with product uploads and listing edits
• Pull KPI insights when requested
• Organize operational data
• Coordinate issue escalation when needed

Requirements:
This role is performance-driven. We are looking for someone who embodies:

• Speed: You execute with urgency and precision.

• Growth: You seek feedback and constantly improve systems.

• Leadership: You take ownership and operate independently.

• Moving the Needle: You prioritize high-impact tasks over busywork.

• Innovation: You proactively improve processes instead of waiting for direction.

What Success Looks Like

• Leadership has protected deep work time
• No urgent tasks fall through the cracks
• Projects move forward without friction
• Communication is streamlined
• Systems improve continuously
• The CEO operates at a higher strategic level because of you