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.