Executive Assistant / Executive Operations Coordinator

• Experience supporting principals based in the U.S. or working across U.S. business hours

• Familiarity with basic financial tracking, invoicing, or expense management

• Background conducting research and synthesizing information into clear briefs or summaries

• Experience in a remote, fast-paced, or startup/family office environment

• Exposure to HR operations, onboarding administration, or payroll support functions

The Executive Operations Coordinator functions as the operational backbone of the Principal and senior leadership. The day-to-day reality is hands-on: managing calendars, coordinating tasks, processing information, drafting correspondence, and ensuring nothing falls through the cracks. At the same time, the right person brings genuine critical thinking to the role; they anticipate needs, identify gaps, and build systems without being asked.

What we have consistently found is that candidates with impressive backgrounds underperform on the fundamentals. We do not want someone who tolerates calendar management and administrative work, we want someone who takes pride in doing it exceptionally well, while also being sharp enough to think several steps ahead.

If you need to be managed, reminded, or motivated to do the foundational work — this role is not the right fit. If you find deep satisfaction in keeping a complex operation running without friction, we want to hear from you.

The following are disqualifying in practice, regardless of resume credentials. We have seen these patterns enough times to name them explicitly.

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  Difficulty with high-volume, repetitive coordination tasks calendar management, task tracking, follow-up loops

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  Resistance to or complaints about the scope of operational and administrative work once onboarded

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  Inability or unwillingness to adapt schedule when the Principal requires availability outside standard hours

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  Poor follow-through: tasks started but not closed, communications sent without confirmation of receipt

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  Treating administrative work as entry-level inconvenience rather than a core professional responsibility

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  Requiring frequent check-ins, reminders, or re-explanation of instructions to execute

• Own and manage the Principal's calendar across time zones with full autonomy scheduling, rescheduling, and protecting time based on shifting priorities

• Coordinate and prepare agendas for internal and external meetings; ensure all parties are informed and ready

• Track action items from meetings and follow up independently to ensure completion

• Anticipate scheduling conflicts before they occur and resolve them without prompting

• Serve as first point of contact for inbound communications, triage, filter, and surface only what requires the Principal's attention

• Draft, review, and send professional correspondence on behalf of executives with minimal revision required

• Communicate clearly and confidently with internal team members, external stakeholders, vendors, and service providers

• Prepare, format, and organize reports, presentations, documents, and briefing materials to a high standard of accuracy

• Maintain organized digital filing systems, information must be easy to find and always current

• Review all documents for errors, inconsistencies, and completeness before they reach the Principal

• Plan and coordinate domestic and international travel, flights, accommodations, ground transportation, visas, and detailed itineraries

• Anticipate travel-related issues and prepare contingency options proactively

• Manage expense tracking and reconciliation tied to travel and business operations

• Support special projects, research assignments, and operational initiatives from start to finish with minimal direction

• Build and maintain task tracking systems, workflows, and SOPs to improve operational efficiency across entities

• Identify gaps and inefficiencies proactively, propose solutions without waiting to be asked

• Liaise with vendors, consultants, and service providers; hold them accountable to deliverables

• Handle all sensitive business, financial, and personal information with the highest level of professionalism

• Exercise sound judgment on what to share, what to escalate, and what to resolve independently

• 4+ years of experience as an Executive Assistant or equivalent operational support role for C-suite or senior-level principals

• Demonstrated experience managing complex calendars across multiple time zones, not occasional, not theoretical

• Proven ability to work autonomously and make sound decisions without constant direction

• Exceptional written and verbal English communication skills

• Strong command of Google Workspace, Microsoft Office, and project management tools (Notion, Monday.com, Asana, or equivalent)

• Experience coordinating domestic and international travel logistics

• Availability to work a night shift schedule aligned to Eastern Time (EST/EDT)

• Reliable high-speed internet and a professional remote work setup

Credentials matter less than how you actually work. The following competencies are evaluated at every stage of the hiring process.

Proficiency with the following tools is expected. DFO-specific workflows and platforms will be covered during structured onboarding.

Communication & Scheduling
•     Google Workspace, Gmail, Calendar, Drive, Docs
•     Slack, primary internal communication
•     Zoom / Google Meet

HR & Payroll Operations
•     Clock-in/clock-out system (DFO-designated)
•     Onboarding checklists and documentation workflows
•     Payroll tracking and timesheet coordination

Project & Task Management
•     Notion, organizational documentation hub
•     Monday.com, project and task tracking
•     Google Sheets, trackers and reporting

Preferred Familiarity
•     Microsoft Office, Word, Excel, PowerPoint
•     DocuSign or equivalent e-signature tool
•     Basic PDF editing and document formatting