Executive Assistant & Operations Coordinator

Job Description

We are a staffing agency recruiting on behalf of a U.S.-based communications consultancy that partners with mission-driven nonprofit organizations. Our client is seeking a highly organized, proactive Executive Assistant & Operations Coordinator to become a trusted partner in the day-to-day running of the business.

This is more than a traditional administrative role. You'll work closely with the founder to build systems, improve processes, and ensure the business operates efficiently behind the scenes. The ideal candidate is someone who enjoys creating order from complexity, takes ownership of their work, and can confidently represent the business with professionalism and discretion.

As the consultancy continues to grow, this role offers the opportunity to take on increasing responsibility and become an integral part of the leadership team.

Key Responsibilities

Executive Support

• Manage the founder's calendar, appointments, and meeting scheduling
• Organize and prioritize inbox communications, responding or drafting replies where appropriate
• Coordinate domestic and international travel arrangements
• Prepare agendas, meeting notes, and follow up on action items
• Handle confidential business information with professionalism and discretion

Operations & Systems

• Develop, document, and improve internal systems and workflows
• Create and maintain standard operating procedures (SOPs)
• Organize digital files, business documentation, and operational resources
• Identify opportunities to improve efficiency through automation and process improvements
• Support project coordination to ensure deadlines and deliverables remain on track

Financial Administration

• Organize receipts and expense documentation
• Maintain accurate financial records and upload receipts into QuickBooks
• Assist with invoice management and general bookkeeping administration
• Coordinate with external accountants or financial professionals when required

Client & Project Coordination

• Act as a professional first point of contact for clients and partners
• Draft, proofread, and organize client communications
• Coordinate meetings, project timelines, and follow-up activities
• Maintain accurate project records and ensure outstanding tasks are completed

Required Qualifications

• Previous experience supporting executives, founders, or senior leadership
• Excellent written and verbal English communication skills
• Strong organizational and project management abilities
• Experience using Google Workspace and Microsoft Office
• Experience with QuickBooks or similar bookkeeping software
• Ability to manage multiple priorities with exceptional attention to detail
• Comfortable working independently in a remote environment

Preferred Qualifications

• Experience working within consulting, professional services, nonprofit organizations, or communications agencies
• Experience building business processes and operational systems
• Familiarity with project management platforms such as Asana, ClickUp, Monday.com, or similar
• Experience supporting growing entrepreneurial businesses
• Interest in continuous improvement and operational excellence

What We're Looking For

• A highly organized professional who enjoys building systems and creating structure
• Someone with excellent emotional intelligence and exceptional communication skills
• A proactive individual who anticipates needs rather than waiting for direction
• A dependable, trustworthy professional who takes ownership of their responsibilities
• Someone who enjoys supporting mission-driven organizations and contributing to meaningful work
• An adaptable team player who is excited to grow alongside an expanding consultancy

Growth Opportunity

This role is designed for someone looking to become a long-term strategic partner rather than simply providing administrative support. As the consultancy grows, there will be opportunities to take on greater responsibility across operations, project management, client coordination, and business strategy, making a lasting impact on the organization's continued success.

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