Executive Business Operations Specialist - 19950

We are a well-established, privately held distribution company with over 30 years of operating history in a specialized industrial supply market. With a lean, loyal team and a strong regional presence, we are at an inflection point — positioned to capture significant market share as larger competitors consolidate and underserve their customer base. To do that, we need to build the internal infrastructure that matches the size of the opportunity in front of us.

This is a company where relationships matter, tenure is measured in decades, and the people who thrive here are the ones who take ownership, think independently, and get things done without being told twice.

This role exists because the business is ready to scale — and the owner needs a right hand who can help build the systems that make that possible.

Right now, a significant amount of cognitive and operational bandwidth is being consumed by email volume, task follow-up, and the day-to-day friction of running a business without formalized processes. The person in this role will come in, learn how the business operates from the ground up, and then systematically take things off the owner's plate — both by handling them directly and by building workflows that prevent the same problems from recurring.

This is not a task-taker role. The right person will assess what's broken, propose solutions, and implement them — often before being asked.

• Manage a high-volume inbox (500+ emails/day), triage by priority, and surface only what requires the owner's direct attention
• Draft and send responses on behalf of the owner for routine communications
• Build and maintain an organized folder and labeling system so nothing gets buried

• Own the owner's calendar end-to-end — scheduling, rescheduling, reminders, and meeting prep
• Proactively flag upcoming deadlines, follow-ups, and time-sensitive items
• Prepare daily or weekly briefings so the owner starts each day with a clear picture of what needs attention

• Identify operational bottlenecks and implement practical systems to address them
• Introduce and manage lightweight project management and task-tracking tools
• Document processes so the business is less dependent on institutional memory
• Build internal communication infrastructure (e.g., Slack or equivalent) for a small, distributed team

• Produce regular operational and sales reports
• Manage data entry, record keeping, and file organization
• Coordinate with vendors, customers, and internal team members as needed

• Act as a true extension of the owner — anticipating needs, following up on open items, and ensuring nothing falls through the cracks
• Serve as an internal point of accountability for projects and outstanding tasks

• 3+ years of experience in an executive assistant, operations coordinator, or chief of staff support role
• Demonstrated experience supporting a founder, owner, or senior executive in a fast-moving, unstructured environment
• Strong written and spoken English — professional, clear, and confident
• Proven ability to implement systems and tools independently, not just maintain existing ones
• Experience with email management, calendar ownership, and inbox organization at scale
• Comfortable introducing and onboarding a non-technical executive to new tools

• Background in distribution, supply chain, facilities management, or a related trade industry
• Experience working with bilingual (English/Spanish) teams or clients
• Familiarity with tools such as Slack, Asana, Monday.com, or comparable platforms
• Prior experience translating a manual, relationship-driven business into a more systematized operation

You are the kind of person who walks into a new situation, figures out what's actually happening, and starts making it better — without needing a detailed playbook handed to you.

You are resourceful and proactive. You ask good questions upfront so you can execute with minimal back-and-forth later. You are patient with people who are learning new tools for the first time, and you can explain things in plain, simple terms without being condescending.

You have worked with a senior leader before and understand what it means to be a true extension of that person — not just completing tasks, but protecting their time and managing their blind spots.

You are organized, calm under pressure, and you follow through. Every time.