Executive Assistant & Operations Coordinator

OptiNizer

9d•Remote

About The Position

A highly organized, proactive, and detail-oriented Executive Assistant & Operations Coordinator is needed to support a fast-paced entrepreneur managing multiple businesses and personal brands. This role will serve as a strategic right-hand support partner responsible for executive administration, calendar management, inbox management, social media coordination, project execution, and day-to-day operational support. The ideal candidate thrives in a dynamic environment where priorities shift frequently and tasks range from structured administrative work to ad hoc projects and research initiatives. The successful candidate is highly dependable, resourceful, tech-savvy, and capable of independently managing responsibilities with minimal oversight. Strong problem-solving skills, consistent follow-through, and the ability to leverage AI tools to improve efficiency are essential.

Requirements

Previous Executive Assistant, Operations Coordinator, or Administrative Support experience
Strong calendar and inbox management skills
Excellent organizational and project management abilities
Experience using AI tools for productivity, research, and task execution
Strong written and verbal English communication skills
High attention to detail and strong follow-through
Ability to manage multiple priorities in a fast-paced environment
Proactive, resourceful, and solution-oriented mindset
Ability to work independently with minimal supervision

Nice To Haves

Experience supporting entrepreneurs, founders, or executives managing multiple businesses
Familiarity with ClickUp, Slack, Google Workspace, and productivity tools
Experience supporting social media coordination and content scheduling
Basic design or content creation skills
Experience working with AI-powered workflows and automation tools

Responsibilities

Manage executive calendars, scheduling, and appointment coordination
Organize and maintain inboxes, communications, and follow-ups
Coordinate meetings, reminders, and scheduling logistics
Provide day-to-day executive support across multiple businesses and projects
Assist with administrative tasks, research, and operational requests
Manage and track multiple projects simultaneously
Execute ad hoc assignments and special projects with minimal supervision
Conduct research, gather information, and present findings clearly
Ensure assigned tasks are completed accurately and on time
Maintain organized workflows and task tracking systems
Manage social media calendars and content scheduling
Coordinate with content creators and marketing team members
Assist with content organization, publishing schedules, and tracking
Support social media operations and administrative marketing tasks
Help maintain consistency across content workflows
Utilize AI tools to improve productivity and efficiency
Research solutions independently using AI-assisted workflows
Learn and adapt to new tools, systems, and technologies
Assist with process improvements and workflow optimization
Support technology-related administrative initiatives when needed
Coordinate scheduling and communications with podcast guests, partners, and external contacts
Assist with follow-up communications and appointment confirmations
Handle simple client-facing interactions and administrative requests
Maintain professional communication across multiple stakeholders
Support relationship management and operational coordination activities