Executive Assistant, Operations Lead

Executive Assistant, Operations Lead at Hire Overseas

We’re looking for a highly capable, execution-focused Executive Assistant to operate as the operational backbone of a fast-growing relationship services business. This is not a traditional calendar-only EA role. You will function as a right-hand operator, owning backend systems, workflows, client communication pipelines, and operational infrastructure so the founder can focus on growth and strategy.

The role is hands-on and evolving. In the near term, it includes client communication and matchmaking responsibilities, with the long-term goal of transitioning into a more purely operational leadership role as the business scales. If you are adaptable, systems-oriented, comfortable with AI tools, and capable of managing high-volume workflows without losing attention to detail, this role is a strong fit.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Up to 14 days of Paid Time Off annually (starting Day 1)
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you’re most productive
• Direct partnership with the founder
• High-ownership role with real operational influence
• Opportunity to grow into a long-term operations leadership position

What You'll Work On

Operations and Systems Ownership

• Own and optimize end-to-end workflows from lead generation through conversion and upsells
• Build and refine processes using AI platforms such as Claude combined with structured tracking systems
• Manage backend payment systems and ensure clean financial tracking
• Maintain CRM systems in Notion with accurate client data and communication history
• Create scalable documentation and operating procedures
• Identify bottlenecks and proactively implement operational improvements

Client and Sales Pipeline Management

• Manage high-volume communication across social media DMs, email, and messaging platforms
• Respond to inbound inquiries quickly and professionally
• Qualify leads and move prospects efficiently through the funnel
• Ensure client communication feels personal while maintaining structure
• Keep the sales pipeline active and organized at all times

Matchmaking and Client Experience (Transitional Scope)

• Use AI tools and structured criteria to identify compatible matches
• Send match recommendations and manage client follow-up
• Track feedback and continuously refine selection criteria
• Maintain and manage a growing database of potential matches

Social Media and Content Support

• Respond to social media inquiries and maintain engagement
• Schedule content across social platforms
• Support basic video coordination and content tracking
• Build media kits for brand partnerships
• Track content performance metrics

What You Bring

• 3 to 6+ years of experience in executive support, operations, or startup environments
• Strong operational instincts and systems thinking
• Comfort using AI tools such as Claude in real workflows
• Experience managing CRMs and structured data systems
• Ability to manage high-volume communication without losing attention to detail
• Self-starter mindset with minimal need for oversight
• Strong written communication skills
• Comfort operating in fast-paced, evolving environments

Nice to Have

• Experience in relationship-based businesses or high-touch client services
• Background in startup or founder-led environments
• Familiarity with Notion or similar CRM systems
• Exposure to social media content workflows

How to Apply

Please include:

• Your updated resume
• A short 1 to 2 minute Loom video explaining your experience owning operations for a founder or fast-moving business

Only complete applications with a Loom video will be considered.

If you are highly organized, adaptable, and capable of owning both operations and client workflows inside a growing startup, this role offers meaningful responsibility and the opportunity to become a core operator in a scaling business.

Key skills/competency

• Operations Management
• Systems Thinking
• AI Tools (Claude)
• CRM Management (Notion)
• Workflow Optimization
• Client Communication
• Sales Pipeline Management
• Process Improvement
• Executive Support
• Startup Environment