Senior Executive Assistant / Operations Manager

Big League Movers

11d•Remote

About The Position

We are looking for a Senior Executive Assistant / Operations Manager who can become a trusted right hand to our client, a business owner managing a growing remote operation. This is not a traditional administrative assistant role. We need someone who can take ownership of day-to-day operations, coordinate a remote team, communicate confidently with clients and leads, solve problems independently, and make sure important tasks and follow-ups never fall through the cracks. The ideal candidate is an experienced professional who has worked closely with an executive, business owner, or leadership team and has been trusted with responsibilities beyond scheduling, email management, and administrative support. Over time, this person will take increasing ownership of the business's day-to-day operations, allowing the owner to focus more heavily on sales, business development, and growth.

Requirements

3+ years of relevant experience in senior EA, operations, project management, executive support, or a similar role
Demonstrated experience working directly with an executive, business owner, or leadership team
Experience coordinating or managing people, preferably remote teams
Strong organizational and follow-through skills
Excellent written and spoken English
Strong customer/client communication skills
Ability to prioritize multiple competing responsibilities
Strong judgment and problem-solving ability
Comfortable making routine decisions independently
Highly proactive and able to anticipate what needs to be done
Strong technology skills and willingness to learn new systems quickly

Nice To Haves

Senior Executive Assistant / Executive Business Partner with operational ownership
Operations Coordinator or Operations Manager who worked directly with an executive or business owner
Senior EA with experience leading, delegating to, or coordinating remote team members
Project Manager / Operations Manager with strong client-facing responsibilities
Executive Operations or hands-on Chief of Staff experience
Experienced EA who has progressively taken on business operations, team coordination, and decision-support responsibilities
GoHighLevel CRM systems
RingCentral or similar VoIP platforms
Google Workspace
Automation tools
ChatGPT / AI tools
Project management and team collaboration platforms

Responsibilities

Oversee and coordinate day-to-day operational activities across the remote team.
Keep team members accountable for assigned responsibilities, deadlines, and follow-through.
Delegate tasks and coordinate multiple people or functions to keep work moving.
Identify operational issues before they become larger problems and take appropriate action.
Make sound day-to-day judgment calls without needing constant direction.
Create structure and improve workflows, processes, and team efficiency.
Follow up on incomplete or delayed tasks and ensure commitments are fulfilled.
Serve as a reliable point of contact between the business owner and the remote team.
Gradually take ownership of additional operational responsibilities as trust is established.
Ensure leads, customers, inquiries, and opportunities are properly followed up with.
Monitor CRM activity and make sure leads do not become neglected or forgotten.
Handle customer and client communication professionally through phone, email, and other communication channels.
Re-engage leads and customers when appropriate.
Identify gaps in follow-up and proactively address them.
Ensure customer issues are tracked through resolution.
Maintain accurate notes, records, statuses, and next steps in the CRM.
Work closely with the business owner to help organize priorities and keep initiatives moving.
Anticipate needs rather than waiting to be given instructions for every task.
Prepare information, updates, and reports needed for decision-making.
Track projects, priorities, deadlines, and outstanding action items.
Help translate business priorities into actionable tasks for the team.
Take ownership of routine operational decisions and escalate matters that genuinely require executive involvement.
Assist with social media and marketing execution when needed.
Coordinate content, scheduling, and basic marketing-related tasks.
Support lead-generation and customer engagement initiatives.
Help ensure marketing activities are followed through and connected to business objectives.
Work confidently with CRM and business management systems.
Maintain accurate information and activity within GoHighLevel or similar CRM platforms.
Utilize communication tools such as RingCentral or similar VoIP systems.
Work efficiently within Google Workspace.
Identify opportunities to improve processes through automation and technology.
Use ChatGPT and other AI tools meaningfully to improve productivity, research, documentation, communication, and workflows.