Role Summary

We are looking for a highly organized, proactive, tech-comfortable Executive Operations Assistant to support a visionary leader who is involved in multiple high-impact projects across community development and social impact, sports and music, youth programming, boards, book projects, and large-scale convenings.

This person will serve as a right hand to the leader by helping manage meetings, communication, follow-up, project tracking, relationship management, and operational systems. The ideal candidate is not only comfortable with administrative support but also able to help create structure where structure does not yet exist.

A major part of the role will involve helping build and maintain the leader’s personal operating system using tools such as ClickUp, HubSpot, Google Workspace, Microsoft 365, Zoom, and Gemini.

The person in this role should be comfortable joining Zoom meetings, taking notes, identifying action items, creating tasks, organizing projects, tracking follow-ups, and helping keep multiple workstreams moving forward.

This is a strong fit for someone who is detail-oriented, proactive, calm, highly organized, comfortable with ambiguity, and able to support a leader who operates across many relationships, initiatives, and commitments.

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Areas of Responsibility

1. Executive Support and Calendar Management

The Executive Operations Assistant will help manage the client’s day-to-day schedule, commitments, meetings, and follow-up.

Responsibilities include:

• Manage calendar scheduling and meeting coordination
• Help prepare for upcoming meetings
• Track recurring meetings, board commitments, project deadlines, and major milestones
• Send reminders for key commitments and follow-up items
• Help reduce loose ends across multiple initiatives
• Coordinate with internal and external partners as needed

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2. Zoom Meeting Support

This person must be comfortable joining Zoom meetings and supporting the client in real time.

Responsibilities include:

• Attend selected Zoom meetings with the client
• Take clear meeting notes
• Capture action items, owners, deadlines, and next steps
• Identify follow-up emails or tasks needed after each meeting
• Create ClickUp tasks based on meeting outcomes
• Summarize meetings using Gemini when appropriate
• Help the client stay focused on the conversation while the operational details are captured

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3. ClickUp Setup and Project Management

ClickUp will likely become the central project management system for the client’s personal and professional initiatives.

Responsibilities include:

• Help set up ClickUp from scratch
• Create spaces, folders, lists, dashboards, and task templates
• Organize projects by initiative, deadline, partner, and priority
• Create tasks from meetings, emails, and conversations
• Assign due dates, priorities, and status updates
• Track open loops and incomplete follow-up items
• Keep ClickUp organized and up to date
• Build simple SOPs as repeatable processes emerge
• Provide basic ClickUp tutorials and support to the client as needed

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4. HubSpot CRM and Relationship Management

HubSpot will likely be used as the client’s personal CRM to track relationships, partners, stakeholders, opportunities, and follow-up.

Responsibilities include:

• Help set up HubSpot as a simple CRM
• Add and organize contacts
• Track relationship notes, follow-up dates, and key context
• Create simple pipelines for opportunities, partnerships, programs, donors, or projects
• Keep contact records clean and updated
• Help prepare the client for relationship-based meetings
• Identify follow-up opportunities after meetings and events

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5. AI Support Using Gemini

The ideal candidate should be comfortable using AI tools, especially Gemini, to help the client move faster and stay organized.

Responsibilities include:

• Use Gemini to summarize meeting notes
• Organize long notes into clear action items
• Draft first-pass follow-up emails
• Create project summaries
• Help turn ideas into task lists
• Support basic research and document organization
• Help create SOPs and templates from recurring workflows
• Use AI responsibly while maintaining confidentiality and professional judgment

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6. Communication and Inbox Support

This person may help organize communication across email, calendar, documents, and project systems.

Responsibilities include:

• Help track important emails and follow-ups
• Draft simple follow-up messages for the client’s review
• Organize communication around projects and relationships
• Help identify which messages require action
• Keep key documents, links, and updates connected to the right project or contact

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7. Document and File Organization

Because the client works across different platforms, this person should be comfortable helping bring order to documents and files.

Responsibilities include:

• Organize documents across Google Drive, Microsoft OneDrive, SharePoint, and related tools
• Help create consistent folder structures
• Link documents to the correct ClickUp task or HubSpot contact
• Help the client find important materials quickly
• Keep project-related assets organized and easy to access

Requirements

Must Have

• Executive assistant or operational support experience, with a strong operational mindset focused on running executive operations and helping build internal systems
• Experience with process improvement, systems optimization, or continuous improvement methodologies (formal training such as Six Sigma is highly preferred)
• Strong leadership presence and project management experience, with mature and professional communication skills
• Calendar and meeting coordination experience, including representing executives for scheduling and external follow-ups
• Strong written and verbal communication skills
• Experience with ClickUp, Monday, Asana, Trello, or similar project management tools
• Ability to create, organize, and manage tasks within project management systems
• Comfort joining Zoom meetings, taking notes, and tracking follow-up action items
• Experience organizing files, documentation, and project materials efficiently
• Ability to manage multiple workstreams simultaneously while prioritizing key operational deliverables
• Experience managing incoming tasks, follow-ups, executive messages, and supporting priority execution
• Comfort using AI tools such as Gemini, ChatGPT, or similar platforms
• Ability to work independently and proactively ask clear questions when needed
• Formal professional training, certifications, or structured operational/process management training that adds strategic value to the role
• Experience working with US-based companies, preferably supporting overseas departments, with at least 1–2 years of exposure to a Fortune 500 or smaller US-based organization

Strongly Preferred

• ClickUp setup and workflow automation experience
• HubSpot CRM experience
• Experience supporting founders, executives, nonprofit leaders, coaches, or community leaders
• Experience building SOPs, repeatable workflows, and operational frameworks
• Experience managing relationships with stakeholders, partners, donors, board members, or external communities
• Comfort working within both Google Workspace and Microsoft 365 ecosystems
• Continuous improvement certifications (Six Sigma, Lean Operations, or equivalent formal process training)

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

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Note

• Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.