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.

Key Metrics (KPIs)

• Response time and communication quality
• CRM accuracy and organization
• On-time task and project coordination
• Scheduling efficiency and execution consistency
• Reduction in founder involvement

Interview Process

• Initial Phone Screen
• Video Interview with Recruiter
• Client Interview
• Offer & Onboarding

Apply Now

• If you’re an execution-focused Executive Assistant who thrives on ownership, structure, and keeping things moving , this role gives you direct impact on business operations.
• Apply now and become the operational backbone of a growing company.