Executive Assistant - NY

Vensure Employer Solutions

14h

About The Position

We are a concierge dog training and pet sitting business operating in Manhattan, Brooklyn, and New Jersey. We specialize in working with anxious, reactive, and special-needs dogs. Our team consists of trainers and sitters who work as independent contractors with varying schedules. Position Summary We are seeking a highly organized, detail-oriented, and proactive Executive Assistant / Operations Manager to support the founder and oversee day-to-day operations. This role serves as both the founder's right hand and the primary point of contact for clients and the team, ensuring streamlined operations, optimized scheduling, efficient cross-functional communication and reduced bottlenecks as the business grows.

Requirements

Language - English required (Spanish a plus) – with strong written and verbal communication
Highly organized, detail-oriented & proactive with excellent executive functioning skills.
Strong Communication Skills – Comfortable handling client and team interactions.
Tech-Savvy – able to recommend and quickly learn new tools as well as optimize systems and processes - proficient in: Google Suite (Email, Drive, Docs, Sheets, Calendar), Slack (team communication), Scheduling software (e.g., Acuity, Calendly) • CRM & Booking tools (e.g., HoneyBook)
Project Management tools (e.g., Asana)
Social Media platforms (scheduling posts)
Invoicing & Payroll tools (e.g., QuickBooks)
3-5+ years of experience in Executive Assistant, Operations, or Administrative roles (preferably in a service-based business)
Experience managing complex schedules and multiple stakeholders.

Nice To Haves

Familiarity with Scaling Operations and Building Workflows (Preferred)
Experience in Pet Care or Dog Training (Preferred)
Remote Team Management Experience (Preferred)

Responsibilities

Serve as the main point of contact for the owner, clients and the team.
Manage and optimize scheduling for the owner, trainers, and sitters - ensuring appropriate breaks and travel time.
Anticipate & proactively resolve scheduling needs based on demand, client requests, and staff availability.
Manage project workflows and daily to-do lists - overseeing cross-functional communication and maintaining a clean, organized digital workspace.
Manage monthly team meetings (scheduling, agendas, recordings, note-taking) and monthly 1:1 scheduling with sitters & trainers.
Oversee invoicing, payroll, and contractor payments.
Keep Honeybook organized - client notes, referral tracking, optimizing locations.
Setup and maintain email server lists (sitters, group sessions, daycare, etc.)
Maintain ShopDot and ensure products & services are current.
Improve and standardize daily report card processes for daycare & traincations.
Identify and improve inefficiencies in administrative processes.
Support implementation and optimization of the following as the business grows: new tools and automations, operational processes, SOP updates, sitter onboarding and client management, etc.
Manage client communication - i.e.: scheduling reminders, session follow-ups, reviews/testimonials, thoughtful touchpoints (birthdays/anniversaries, etc.)
Maintain accurate client & pet records with a high-level of detail and organization, ensuring post-session notes are properly logged in Honeybook by sitters and trainers.