Executive Operations and Client Success Coordinator

About the role

This role supports a founder and executive team by converting meetings, commitments, and client requests into accurate, actionable tasks and ensuring nothing falls through the cracks. You will manage meeting-to-execution workflows, maintain visibility into priorities and blockers, coordinate client communication, and progressively reduce repetitive work through AI and automation.

Key responsibilities

• Review recorded and transcribed meetings in Read AI and identify commitments, action items, owners, due dates, dependencies, items waiting on others, and follow-up meetings
• Create and maintain clear, complete Asana tasks with the appropriate owner, deadline, context, dependency, and follow-up date
• Monitor open commitments and proactively follow up with responsible team members before deadlines
• Verify that promised deliverables and follow-up meetings were actually completed or scheduled before closing related tasks
• Escalate overdue, blocked, or at-risk client commitments early rather than simply documenting them
• Maintain clear, proactive visibility into priorities, completed work, outstanding commitments, blockers, and matters requiring executive attention
• Review and triage executive email, identify priorities, prepare appropriate drafts, flag urgent matters, and follow up on unresolved items
• Monitor the TaxDome client inbox and maintain visibility over open client messages, requests, and unresolved follow-up
• Route technical tax questions and matters requiring professional judgment to the appropriate tax professional
• Use AI tools such as Claude and ChatGPT to improve productivity, extract structured information, draft communications, summarize information, and reduce repetitive work

About you

• Demonstrated experience in executive support, client success, operations coordination, project coordination, or a comparable role supporting a founder, executive, professional-services firm, or fast-moving small business
• Strong record of reliability, ownership, follow-through, and deadline management
• Excellent written and spoken English with professional, client-facing communication skills
• Strong organizational skills and the ability to manage multiple clients, meetings, messages, deadlines, and priorities simultaneously
• Experience using project/task management systems such as Asana, ClickUp, Monday.com, or a comparable platform
• Comfort using modern AI productivity tools such as Claude, ChatGPT, or comparable tools, with willingness and ability to learn more advanced AI-enabled workflows
• Strong judgment regarding what can be handled independently, what requires clarification, and what must be escalated
• High attention to detail, especially when working with confidential client information and multiple client accounts
• Comfort working in an environment where processes are continuously being improved and documented