Executive Assistant, Sales & Operations Coordinator

Executive Functions

. Respond to new EFCA and EFS leads and applicants promptly .

Posted 10/5/2026full-timeRemote • United StatesJuniorMid-Level💰 $25 - $30 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and communication skills while managing executive calendars, client interactions, and administrative tasks. Proficient in CRM systems and project management, ensuring efficient operations and compliance.

Highest-signal resume keywords

Executive Support ExperienceCRM System ProficiencyProject Management SkillsStrong Organizational SkillsCommunication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementDocument ManagementTime TrackingClient ServicesSales CoordinationAdministrative CoordinationPayroll ManagementBilling ManagementResearch SkillsTask Prioritization

Soft Skills

Attention to DetailTime ManagementResourcefulnessDependabilityResponsiveness

Tools & Technologies

Google WorkspaceMicrosoft OfficeHighLevel CRMScheduling PlatformsCommunication Tools

Industry Keywords

Executive SupportAdministrative TasksClient OnboardingCompliance DocumentationRemote Team Coordination

About the role

Key responsibilities & impact

Respond to new EFCA and EFS leads and applicants promptly
Book discovery and consultation calls on the Founder’s calendar and schedule follow-up calls
Prioritize filling the Founder’s Monday calendar on Thursdays and Fridays
Use weekend coverage hours to reply to weekend leads and book calls for the coming week
Manage lead communication and records in HighLevel CRM
Coordinate lead coverage and handoffs with the Founder’s Administrative Assistant across time zones
Manage the CEO’s calendar, meetings, appointments, and follow-ups
Prepare meeting materials and track action items and deadlines
Draft and proofread emails, documents, and communications
Maintain digital files, records, spreadsheets, and trackers
Coordinate projects and administrative tasks from start to completion
Conduct research and assist with special projects
Convert incoming requests into dated tasks, subtasks, timelines, and priorities
Bring decisions to the Founder in a ready-to-answer format and close the loop on resolved issues
Communicate with staff, clients, families, vendors, and partners
Clear email, Slack, text, and WhatsApp channels each workday
Coordinate leadership, staff, prospective client, current client, and family requests through completion
Assist with client and employee onboarding, scheduling, documentation, and follow-up
Handle recurring operations tasks including payroll, time tracking, billing, and HR administration
Assist with business and insurance compliance documentation
Maintain accurate information across company systems, calendars, CRM/database tools, spreadsheets, and operational trackers
Perform other duties as needed

Requirements

What you’ll need

Associate’s or Bachelor’s degree preferred, or an equivalent combination of relevant education and professional experience
2+ years of experience in executive support, administrative coordination, sales coordination, client services, operations, or a similar role preferred
Strong organizational, communication, and time-management skills
Excellent attention to detail and follow-through
Ability to manage multiple priorities and work independently
Professional, dependable, resourceful, and responsive
Technologically confident and comfortable learning and working across scheduling, CRM/database, communication, document-management, and time-tracking systems
Proficiency with Google Workspace, Microsoft Office, or similar tools
Ability to maintain confidentiality and handle sensitive information appropriately
Experience supporting an executive or founder and working with remote teams strongly preferred
Experience with CRM systems, sales/client coordination, project management, HR/payroll, billing, or scheduling platforms is a plus
Ability to work the agreed weekday and weekend coverage hours, remain responsive during working hours, and accurately record all hours worked
Ability to use a VPN on networks outside the home and follow company privacy and data-security practices

Benefits

Comp & perks

Benefits offered
Flexible schedule adjustments when business needs allow and the Founder approves in advance
Opportunity to work fully remotely
Weekend hours may move to an as-needed basis after initial coverage needs are met