Executive Assistant & Operations Coordinator (Contract)
We are seeking a highly proactive, AI-native Executive Assistant & Operations Coordinator to support the founder and help scale the operational infrastructure of the business as it grows from approximately $4M to $10M over the next 18–24 months. This is not a traditional Executive Assistant role. The position combines high-level executive support with operational and marketing coordination responsibilities in a fast-paced, founder-led environment. Approximately 60% of the role focuses on executive support including inbox management, calendar coordination, research, briefings, and communication management, while the remaining 40% focuses on operations coordination, vendor management, project tracking, and light execution support across social media and paid media initiatives. The successful candidate will take ownership of recurring operational workstreams, proactively solve problems, improve founder efficiency, and operate independently with minimal supervision. This role is ideal for someone who thrives in high-accountability environments and enjoys balancing structure, operations, communication, and execution.
About this position
Main Responsibilities:
Executive Support & Founder Operations
- Manage and prioritise the founder’s inbox, calendar, meetings, and communications
- Coordinate scheduling, travel logistics, and follow-ups across multiple stakeholders and vendors
- Conduct research, prepare briefings, summaries, and operational documentation
- Track priorities, deadlines, and key action items to ensure smooth execution across the business
- Improve founder efficiency by proactively identifying operational bottlenecks and implementing solutions
Operations & Project Coordination
- Manage recurring operational workflows and internal coordination tasks
- Track projects, deliverables, and deadlines using project management platforms such as ClickUp or Asana
- Coordinate with freelancers, vendors, agencies, and external partners
- Support operational planning and execution across multiple business functions
- Maintain organised systems, documentation, and communication processes
Marketing & Digital Coordination
- Assist with coordination and light execution across social media and paid media activities
- Support content scheduling, campaign coordination, and digital workflow management
- Liaise with marketing, creative, and operational contributors when required
- Monitor and assist with executional tasks across digital platforms
AI & Productivity Systems
- Utilise AI tools such as ChatGPT, Claude, and AI-enhanced workflows to improve productivity and operational efficiency
- Assist with process automation, research acceleration, and operational optimisation
- Continuously identify opportunities to improve workflows through AI-enabled systems
Technical Requirements & Qualifications:
- Minimum 2+ years’ experience in an Executive Assistant, Operations Coordinator, Project Manager, or Chief-of-Staff-adjacent role
- Experience supporting founders, CEOs, or senior leadership teams
- Proven experience managing executive inboxes and calendars independently
- Strong written and verbal English communication skills (native/C2 level preferred)
- Experience working within fast-paced, founder-led, or scaling businesses preferred
- Ability to work independently with minimal supervision
- Stable internet connection and dedicated remote workspace required
- Project management tools (ClickUp preferred, Asana, Notion, or similar)
- Google Workspace / MS Office Suite
- AI productivity tools (ChatGPT, Claude, MCP-connected workflows)
- Social media platform familiarity (LinkedIn, Instagram, or similar)
- Exposure to advertising platforms (Meta Ads, Google Ads, or Amazon Ads)
- Canva, Figma, or basic creative tools advantageous
- Exposure to Shopify, Klaviyo, or Amazon Seller Central advantageous