Executive Operations Assistant

Job Summary:
We're opening our doors to a proactive, well-organized Executive Assistant who will take the operations we've established and run them smoothly alongside the founder. You'll manage client communication, keep projects and files tidy, and handle presentations and scheduling so the founder can stay focused on business development and field work. The person we need is a confident self-starter with excellent written and spoken English who makes sound calls and isn't shy about speaking up or proposing a better approach.

Key Responsibilities:

• Stay in direct contact with clients, mostly over email and occasionally by phone, so projects stay on track and issues are cleared quickly
• Handle and organize email correspondence for the founder
• Keep the calendar in order and help clients reserve time
• Sort, label, and maintain files and folders in Google Drive
• Put together client presentations in Canva
• Source and order the samples and materials needed for client presentations
• Track open items and timelines, following up so projects stay on schedule
• Point out gaps in current processes and recommend changes that improve efficiency
• Run day-to-day operations and make sound decisions on the business's behalf

Mandatory Skills:

• Excellent written and spoken English
• Proven experience in executive or administrative support, including email and calendar management
• At ease speaking directly with clients in a professional, friendly tone
• Proficiency in Google Drive and Canva
• Strong organizational and time management skills and the discipline to hold to timelines and deadlines
• Self-starter who takes initiative and decides with confidence
• Ability to respond fast when a project needs quick action
• Self-reliant, thorough, and steady
• Strong communication skills, including flagging delays or questions early

Preferred Skills:

• Experience supporting a small business owner or founder
• Experience coordinating vendors, ordering samples, or handling procurement
• Experience building client-facing presentations
• Comfortable taking the occasional client phone call
• Background in process improvement or setting up simple workflows
• Able to manage a mix of projects without losing track
• A warm, personable manner and a sense of humor that holds up under pressure

Why Join Us:
This is a chance to work as a real partner to a business owner who values ideas, initiative, and open communication, rather than someone who simply takes orders. You'll help shape how things run and grow with the role as the business expands. Our environment is friendly and human, and we take our work seriously without taking ourselves too seriously.