Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator
Full-Time | Remote | US-Based Marketing Agency
$800 – $1,200 USD/month + performance-based raises
Who We Are
We are a brand authority and marketing agency that works with recruiters and entrepreneurs to build market-leading personal brands. Our team is small, fast-moving, and deeply committed to delivering work that stands out. We run on Kajabi, Stripe, Asana, Google Drive, Canva, and Riverside. Our founders are hands-on and expect the same level of care from every tea ---------- mber.
The Role
This is not a passive assistant position. We are hiring a highly reliable execution partner who keeps the business organized, handles operational logistics, and removes friction from leadership so the founders can focus on revenue and client delivery. You will own the day-to-day operational rhythm of the business. If something falls through the cracks, that is on you. If a system breaks down, you fix it or flag it before it becomes a problem. The right person for this role takes pride in the fact that things run smoothly because of them.
What You Will Own
Executive Support
You will monitor and respond to the company info inbox, review the founders’ inboxes and handle straightforward responses, manage scheduling logistics and calendars, and resolve conflicts before they become disruptions. You will be available during the founders’ core business hours (9 AM to 1 PM US Mountain Time) to support real-time leadership needs.
Financial and Payment Operations
You will manage Stripe and Kajabi payment systems including tracking payment start and end dates, billing updates, and contract stages. You will run financial reports, support contractor payments and expense tracking, and notify leadership of upcoming renewals before they lapse.
Client and Platform Operations
You will add and remove clients from Kajabi with correct access and tagging, maintain Kajabi products, courses, and offers, upload coaching call recordings, send coaching call emails, maintain the client master details list, and confirm all clients are scheduled for upcoming sessions.
Systems and Organization
You will maintain Google Drive organization and client folders, keep link banks current for offers, landing pages, and resources, update onboarding templates and system documentation, monitor the new client onboarding process through Asana, and set up Riverside recording studios with correct branding assets.
Workflow and Task Coordination
You will maintain onboarding and tracking systems, ensure internal systems stay clean and current, and execute recurring operational tasks on schedule without being reminded.
Light Client Support
You will respond to simple client requests, route edit requests to the correct tea ---------- mbers, maintain client preferences and updates, create Canva graphics from existing templates, and acquire and store client brand assets in Google Drive. You are not responsible for content quality or strategy.
How We Work Together
We value people who solve problems before they escalate. If something is unclear, we expect you to investigate first, form a recommendation, and then bring it to leadership with a proposed solution rather than just a question. We communicate directly and honestly. We do not micromanage, and in return we expect complete follow-through on every task. When you say something is done, it is done and done right.
We take our hiring process seriously because this role is the backbone of our operations. Because we receive a high volume of applications, we need to confirm that every applicant has read this posting thoroughly. When you submit your application, please begin your cover letter with the following sentence exactly as written: “I read the full posting and the phrase is green pineapple.” This tells us immediately that you are detail-oriented and followed instructions. Applications that do not begin with this sentence will not be reviewed.
What We Are Looking For
Required
We need someone who is extremely organized and detail-oriented with strong follow-through and reliability. You respond quickly, you care deeply about doing your work well, and you can manage multiple systems and tasks simultaneously without dropping anything. Your communication is clear and professional. You take initiative to investigate a problem before bringing it to the leadership team. You take genuine pride in helping others feel supported.
Preferred
Experience supporting founders or small teams in a remote environment is highly valuable. Familiarity with Kajabi, Stripe, Google Drive, Asana, Canva, and Riverside is a strong advantage but not a dealbreaker if you learn quickly and demonstrate resourcefulness.
Schedule and Availability
This is a full-time position, Monday through Friday, with required availability during US Mountain Time core hours of 9 AM to 1 PM MST. The remaining hours are flexible. We understand the time zone difference and are looking for someone who can commit to consistent overlap during those core hours.
Compensation and Growth
Starting salary is $800 to $1,200 USD per month depending on experience. We conduct a formal performance review at 90 days with a raise structure tied to reliability, initiative, and operational impact. High performers who grow with the company will be compensated accordingly. This is a long-term role, not a temporary project.
How to Apply
To apply, please send a cover letter (not a resume) that includes the following three things in this exact order:
The opening sentence we asked for earlier in this posting. If you are not sure what it is, please re-read the full job description.
In exactly three sentences, describe a real situation where you caught a mistake or prevented a problem before your manager noticed. Include the name of the company or client, what the mistake was, and what you did. We want a real story, not a general statement about your abilities.
One question you have about this role that would help you d ---------- if it is the right fit for you. We want your actual question, not a question designed to impress us.
Your entire application should be no longer than 150 words total. Applications that exceed this limit or that read like they were generated by AI will be discarded. We are looking for real humans who write in their own voice, even if the grammar is not perfect. Authenticity matters more than polish.
Do not attach a resume. Do not use phrases like “I am confident that my skills align” or “I am excited about this opportunity.” We want to hear from you, not from a template.