Executive Assistant (Operations & Client Coordination)

Executive Assistant (Operations & Client Coordination) – Remote | GoHighLevel (GHL) | U.S. Hours

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours

About the Role

We’re hiring a highly organized, execution-driven Executive Assistant to support a fast-growing business in the automotive space.

This is not a traditional admin role.

You’ll act as the operational right hand to the founder, owning communication, coordination, and execution across multiple workflows. Your role is to keep everything moving, organized, and on track — without constant oversight.

If you’re someone who thrives in fast-paced environments and naturally takes ownership, this role puts you at the center of operations.

What You’ll Own

Client Communication & Management

• Manage inbound client inquiries and prioritize urgent requests
• Draft and send professional updates, summaries, and responses
• Ensure fast, consistent follow-ups
• Maintain a high-quality client experience

Contractor Coordination

• Coordinate with freelance contractors across projects and deals
• Track progress, timelines, and deliverables
• Ensure nothing falls behind or gets missed
• Maintain clear communication across all stakeholders

CRM & Operations Management

• Own and maintain CRM systems, specifically GoHighLevel
• Keep all client and deal records clean and up to date
• Support onboarding by organizing client information
• Ensure full visibility across pipelines and workflows

Scheduling & Daily Execution

• Manage calendars using Google Calendar
• Coordinate meetings and daily priorities via Gmail
• Prepare context and materials for client or partner calls
• Support daily check-ins and execution alignment

Research & Reporting

• Conduct light research (market comparisons, inventory checks, data gathering)
• Organize findings into clear, structured insights
• Support decision-making with relevant information

What Success Looks Like

• Clients receive fast, professional communication
• No missed follow-ups or dropped tasks
• CRM is clean, structured, and reliable
• Contractors stay aligned and on schedule
• Founder stays out of day-to-day execution

What Makes You a Strong Fit

• Highly organized and detail-oriented
• Proactive — you don’t wait for instructions
• Comfortable managing multiple workflows
• Strong communicator with professional tone
• Reliable and responsive during U.S. hours
• Calm under pressure and adaptable

Requirements (Must-Have)

Experience

• 2+ years supporting:
• Founder
• Executive
• Small business owner
• Experience managing client communication and follow-ups

Core Skills

• Strong hands-on experience with GoHighLevel (non-negotiable)
• Proficiency in:
• Gmail
• Google Calendar
• Google Docs & Google Drive
• Excellent written and verbal English
• Strong multitasking and organization
• Ability to work independently with shifting priorities

Technical Setup

• Reliable high-speed internet
• Professional remote work environment

Nice to Have

• Experience with:
• Gamma or presentation tools
• Google Slides / PowerPoint
• Research tools like Notebook LM
• Startup or fast-paced environment experience
• Exposure to automotive or operations-heavy businesses

What a Typical Day Looks Like

• Respond to client inquiries and follow-ups
• Coordinate contractors and track deliverables
• Update CRM and maintain deal tracking
• Manage schedules and prepare meetings
• Conduct research and organize insights

In short:
You ensure operations run smoothly, communication is clear, and nothing slips through the cracks.