Executive Administrative Assistant

VASL•San Francisco, CA

1d•Remote

About The Position

We are seeking a highly organized and detail-oriented Operations & Administrative Coordinator to support daily business operations and communication workflows. The role primarily focuses on managing emails, maintaining records, coordinating with internal teams, and ensuring smooth execution of operational tasks. This position requires someone who can handle multiple priorities, stay organized in a fast-paced environment, and proactively support both operations and client communication.

Requirements

Bachelor’s degree in Business Administration, Management, or a related field (preferred)
1–3 years of experience in operations, administration, or a similar role
Strong written and verbal communication skills
Experience with CRM systems, preferably Zoho One (Books & CRM)
Excellent organizational and multitasking abilities

Responsibilities

Monitor and manage emails, client communications, and internal channels (including chats and Zingle)
Assist in drafting, reviewing, and responding to emails
Perform data entry and maintain accurate records across systems
Schedule messages, reminders, and follow-ups, ensuring timely confirmations
Support staffing managers with event-day logistics (check-ins and check-outs)
Prepare and send client quotes using existing workflows and tools
Schedule and manage follow-up communications with clients
Draft and prepare contracts as required
Work extensively with Zoho One (especially Books and CRM) to manage and streamline operations
Support sales pipeline management and client follow-ups
Handle advanced CRM and contract management tasks
Provide broader administrative and executive support
Assist with basic marketing tasks and process documentation
Identify opportunities to improve workflows and operational efficiency