Executive Assistant / Client Operations Coordinator
Position Overview
We are seeking a highly organized, proactive, and detail-oriented professional to provide executive-level administrative and operational support. The ideal candidate will possess exceptional communication skills, strong time-management abilities, and the initiative to anticipate needs, manage competing priorities, and ensure the efficient execution of daily business operations.
Key Responsibilities
Executive & Calendar Management
- Proactively manage the executive's calendar, schedule, and daily priorities to maximize productivity and minimize unnecessary interruptions.
- Oversee email correspondence, prioritize incoming communications, and ensure timely responses and follow-up.
- Coordinate and schedule internal meetings, client appointments, and other business engagements.
- Serve as a point of contact to facilitate effective communication and workflow between the executive, team members, and clients.
Client Relationship & CRM Management
- Organize, document, and accurately transfer meeting notes from reMarkable devices into the company's CRM system.
- Track and manage follow-up activities resulting from client meetings, ensuring all action items are addressed promptly.
- Maintain accurate and up-to-date client records, communications, and activity logs within the CRM.
Team Coordination & Operational Support
- Monitor outstanding action items and proactively follow up with team members to ensure tasks are completed within established deadlines.
- Attend staff meetings, document key discussions and decisions, and distribute meeting notes and action items as appropriate.
- Maintain organized systems for tracking assignments, deadlines, and team deliverables.
- Identify opportunities to streamline administrative processes and improve overall office efficiency.
Compliance & Licensing Support
- Monitor continuing education (CE) requirements and licensing deadlines to support timely completion and ongoing compliance.
- Coordinate with appropriate team members to track outstanding licensing requirements and maintain accurate records.
Qualifications & Skills
- Exceptional organizational, time-management, and multitasking abilities.
- Excellent written and verbal communication skills, including the ability to draft polished, professional email correspondence.
- Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
- Experience with CRM platforms, Monday.com, and AI-powered productivity tools.
- Strong attention to detail, follow-through, and accountability.
- Ability to anticipate needs, exercise sound judgment, and independently manage priorities.
- Professional demeanor with the ability to handle sensitive and confidential information discreetly.
- Ability to work collaboratively while holding team members accountable for deadlines and deliverables.
- On-site presence required to provide direct executive and operational support.
Ideal Candidate
The successful candidate is a proactive problem-solver who takes ownership of responsibilities, thrives in a fast-paced environment, and consistently follows through on commitments. This individual should be comfortable managing multiple priorities, coordinating across departments, and creating structure that allows leadership to focus on high-value business activities.
