Executive Assistant & Strategic Operations Coordinator | AI & Salesforce Proficient
Posted about 1 month ago
About the Role
We are seeking a highly proactive, organized, and tech-savvy Executive Assistant / Strategic Operations Coordinator to support leadership across two growing businesses:
- a micro private equity firm specializing in small business acquisitions across the United States, and
- a leading organization in the pet care industry currently focused on operational growth and modernization.
This role goes well beyond a traditional task-based virtual assistant position. We are looking for someone who can become a true extension of the executive — capable of managing workflows, improving systems, leveraging AI tools effectively, anticipating challenges, and driving operational efficiency across both organizations.
The ideal candidate is organized, resourceful, detail-oriented, communicative, and comfortable thriving in fast-moving entrepreneurial environments.
Executive & Administrative Support
● Manage multiple inboxes and calendars across two companies
● Prioritize communications and flag urgent matters
● Draft and respond to emails on behalf of the executive
● Coordinate meetings, scheduling, travel, and follow-ups
● Organize tasks, action items, and ongoing priorities
● Prepare summaries and follow-up communications from recorded meetings and calls
AI & Workflow Optimization
● Assist in organizing systems, documentation, and internal workflows
● Use Claude and other AI tools to support operational workflows
● Improve AI-generated outputs to ensure professional, human-quality communication
● Help develop and maintain SOPs (Standard Operating Procedures)
● Identify opportunities to improve processes and operational efficiency
● Conduct business, vendor, and market research
● Evaluate software tools and operational alternatives
● Support due diligence and operational review processes
● Assist with relationship management and business development activities
● Help maintain project organization across multiple initiatives
Strategic Support
● Anticipate needs and proactively solve problems
● Provide thoughtful feedback and recommendations
● Help the executive stay organized, focused, and accountable
● Gradually take ownership of recurring operational responsibilities
● Serve as a trusted operational partner over time
● Prior experience as an Executive Assistant, Operations Coordinator, Chief of Staff Assistant, or similar high-level support role
● Excellent written and verbal English communication skills
● Strong organizational and time-management abilities
● Experience managing executive inboxes and calendars
● Comfortable handling confidential information
● High attention to detail and follow-through
● Strong internet research and analytical skills
● Self-starter with strong initiative and problem-solving ability
Technical Requirements
● Strong proficiency with Claude AI or similar AI productivity tools
● Familiarity with Gmail, Google Workspace, and common productivity tools
● Experience with project management platforms and SOP documentation
● Comfortable learning new software quickly
● Familiarity with CRM systems such as Salesforce is a plus
● Proactive and naturally curious
● Outgoing, communicative and confident
● Comfortable asking thoughtful questions
● Adaptable and solutions-oriented
● Able to balance independence with collaboration
● Open to feedback and willing to provide constructive feedback in return
● Motivated by solving problems and improving systems
This is not a role for someone who only wants highly repetitive task execution. We are looking for someone who enjoys thinking critically, improving operations, and becoming an integral partner to leadership.
● Communication workflows become streamlined
● AI tools and systems are leveraged more effectively
● Operational bottlenecks are proactively identified and solved
● The assistant evolves into a trusted strategic partner and extension of leadership
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