Executive Assistant & Operations Lead

FlatOut Solutions | Full-time | Reports to the CEO

FlatOut Solutions is a software and AI development agency with a team spread across several time zones. We’re hiring an operations lead to be our CEO’s right hand on everything organizational, operational and administrative.

What you’ll do

• Manage the CEO’s inbox, calendars and messages. Handle what you can and bring forward only what needs him, with a recommendation.
• Run monthly client invoicing and collections.
• Prepare contractor payroll and vendor payments for approval.
• Manage company cards and subscriptions, and reconcile them each month.
• Coordinate hiring, onboarding and offboarding.
• Turn calls into tasks, and recorded walkthroughs into SOPs.

Who you are

• You take full ownership and don’t need step-by-step direction.
• 100% accuracy is your standard. Every name, number, date and time zone is right.
• You learn a task once, then document it and improve it.
• You use AI every day to work faster, and you check every line it produces.

Must-haves

• 3+ years as an EA or operations assistant to a founder or CEO
• 1+ year of hands-on invoicing, accounts payable or reconciliation
• 6+ months working a US-hours shift
• Available Monday to Friday, 08:00 to 17:00 Arizona time (MST, UTC-7), as your only job
• Excellent written and spoken English for US business
• Strong Google Workspace and Slack skills
• Reliable internet with a backup connection, and backup power

Nice-to-haves: GoHighLevel, Hubstaff, Notion, Jira, business banking or virtual-card platforms, agency experience.

How to apply

Send one PDF, two pages maximum, named exactly Firstname-Lastname-EA.pdf. The first line should state your current time zone and how long you’ve worked a US-hours shift. Then include:

1. One SOP, checklist or template you wrote that other people use, and the problem it fixed.
2. One error you caught in your manager’s or client’s work, how you caught it, and what you did.
3. One piece of AI output you rejected or corrected, with the original, your version, and why.

Applications that don’t follow these instructions won’t be reviewed. Our process includes an accuracy test, practical tests and an interview with the CEO.