Executive Assistant & Strategic Operations Coordinator | AI & Salesforce Proficient
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.
Key Responsibilities
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
Ideal Candidate Profile
● 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
Personality & Working Style
● 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.
Success in This Role Looks Like
● 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