Executive VA & Operations Coordinator (5+ Yrs Exp / Monday.com / US Shift)

We are a lean, high-output boutique business consulting firm that designs and implements scalable systems for growing small businesses. We move fast, take absolute ownership, and operate at a New York standard of excellence.

We are seeking an elite, heavy-hitting Executive Virtual Assistant to serve as the right-hand operator to our Founder. This is not a passive data-entry job; you will be the operational engine keeping the business running and protecting the Founder’s time for high-value growth.

To qualify for this role, you must be a world-class, tech-forward operator who thrives on organization, precision, and proactive problem-solving. We are looking for a true partner who wants to be a vital part of seeing a business run flawlessly. If you have the poise to interface with clients and the technical acumen to optimize systems, this is your invitation to the top 1%.

YOUR CORE RESPONSIBILITIES
Executive & Inbox Gatekeeping
Inbox & Calendar Mastery: Complete ownership of the Founder’s Gmail and WhatsApp Business. Filter the noise, draft precise responses, and ensure no lead or client waits more than 2 hours for a reply.

LinkedIn Presence Management: Schedule content, engage with comments, and triage inbound DMs to capture opportunities instantly.

Action-Item Hunting: Proactively track follow-ups and ruthlessly hunt down action items across the team until they are marked 100% complete.

Client & Project Coordination
Source of Truth Management: Maintain ---------- as the absolute source of truth for all internal and client projects, tracking timelines, budgets, and deliverables.

Freelancer Triage: Act as the primary point of contact for freelancers, tracking their progress and aggressively unblocking tasks.

Project Finalization: Take internal initiatives (webinars, client gifting, launches) from 90% to 100% execution without needing hand-holding.

Finance & Systems Administration
Invoicing Cycle: Manage invoicing via Wave—creating estimates, sending invoices, and systematically tracking payments.

Digital Housekeeping: Organize and audit Google Drive, Loom, and Scribe libraries.

AI & SOP Optimization: Leverage advanced AI tools to automate repetitive admin, draft documents, and ensure all standard operating procedures (SOPs) are continuously updated.

REQUIREMENTS
Experience: Minimum 5+ years of administrative experience, with a proven track record supporting a founder or executive within a fast-paced agency or consulting environment.

Technical Ecosystem: Expert-level proficiency in ---------- and Google Workspace is mandatory.

Software Stack Familiarity: Hands-on experience with Wave, Loom, LinkedIn, Canva, and Scribe.

AI Fluency: Daily, active use of ChatGPT, Claude, or Gemini to streamline workflows, draft communication, and automate manual tasks.

Communication: Exceptional, confident written and verbal English skills, suitable for direct client coordination.

Schedule & Availability: Full-time (40 hours per week) operating on US-based hours. High reliability and stable internet connectivity are non-negotiable.

4. COMPENSATION & BENEFITS
Hourly Rate: $6.00 - $10.00 / hour (Dependent on the depth of your experience and systemization skills).

Hours: Consistent 40 hours per week.

Streamlined Payments: Secured, reliable, and automated payments processed weekly via the Wise platform.

Impact-Driven Culture: Work directly with the visionary founder of a growing firm where your systems directly impact revenue and scale.

5. HOW TO APPLY
We apply a strict Science of Vetting to filter out automated bots and average applicants. Failure to follow these exact instructions will result in immediate disqualification.

Step 1: Change your email subject line to exactly: [Executive VA - Your Full Name]

Step 2: Submit your resume alongside a brief overview of your experience in agency/consulting environments.

Step 3: Answer our Core Competency Trap Question:

"As an Executive VA supporting a founder on US hours, you will often face shifting priorities alongside strict deadlines from clients. Describe a specific time when your founder’s schedule conflicted heavily with a critical client project milestone. How did you handle the communication, prioritize the tasks, and ensure the business ran autonomously without dropping either ball?"