Executive Assistant – Operations Coordinator

• Manage the founder’s priorities, track open tasks and commitments, coordinate meetings, prepare briefs, and ensure important follow-ups are completed on time.
• Prepare invoices, follow up on outstanding payments, track expenses, support monthly reconciliations, and coordinate with accountants and vendors across multiple countries.
• Manage contract templates, coordinate reviews and signatures, maintain records, and track agreements through completion.
• Follow up with clients and business partners, maintain accurate CRM records, coordinate vendors, and support recruitment activities as needed.
• Conduct research, assist with travel arrangements, identify workflow improvements, and use AI tools to automate repetitive tasks and improve efficiency.

• Proven experience as an Executive Assistant, Operations Coordinator, or in a similar role supporting leadership.
• Excellent organizational and prioritization skills, with the ability to manage multiple tasks and bring them to completion independently.
• Strong follow-through, proactive communication, sound judgment, and attention to detail.
• Experience with administrative finance tasks such as invoicing, payment tracking, and expense management.
• Comfortable using CRM platforms, productivity tools, and AI tools in daily workflows.
• Advanced English communication skills, both written and verbal.
• Reliable internet, a suitable computer, and a quiet, professional remote workspace.
• Ability to commit to 20 hours per week, including the required morning availability in U.S. Central Time.
• Preferred Qualifications: Experience with contracts, international vendors, sales operations, customer success, or business development support.