Executive Operations Assistant (Remote)

About The Simon Agency

The Simon Agency is a U.S.-based boutique advisory and investigations firm providing executive protection, protective intelligence, corporate investigations, risk consulting, and secure transportation coordination for executives, public officials, legal teams, and organizations worldwide.

Our work is fast-paced, detail-driven, and often time-sensitive. We support clients across multiple states, countries, and industries, requiring professionalism, discretion, and exceptional organizational skills.

Position Overview

We are seeking a highly capable Executive Operations Assistant to support executive leadership, client operations, project coordination, and administrative functions.

This is not a basic virtual assistant role.

The ideal candidate is an experienced professional who can manage competing priorities, communicate professionally with clients and partners, prepare business documents, and ensure critical tasks are completed accurately and on time.

You will serve as a central point of coordination between leadership, clients, contractors, and internal systems while helping maintain accountability across multiple projects and operational workflows.

Attention to Detail: As part of the application process, please begin your cover letter with the phrase "Trusted Execution". Applications that do not include this phrase will not be considered.

Key Responsibilities

Executive Support

• Manage executive calendars, scheduling, and meeting coordination.
• Monitor and prioritize emails and communications.
• Track action items and ensure follow-up on assigned tasks.
• Prepare meeting notes, summaries, and executive briefings.
• Assist with document preparation, correspondence, and presentations.

Operations Coordination

• Track operational projects and deadlines.
• Maintain task boards and project management systems.
• Coordinate with tea ---------- mbers, contractors, and vendors.
• Monitor progress on assignments and provide status updates.
• Assist with licensing, compliance, and administrative projects.

Client & Administrative Support

• Respond professionally to client inquiries.
• Maintain organized records and documentation.
• Assist with proposal preparation and client onboarding.
• Support scheduling and coordination of transportation and operational assignments.
• Ensure information is accurate and updated across company systems.

Research & Reporting

• Conduct online research on companies, industries, and organizations.
• Compile information into professional summaries and reports.
• Assist with business development and prospect research projects.
• Prepare briefing documents and internal reports as assigned.

Required Qualifications

• Minimum 3 years supporting executives, business owners, or senior leadership.
• Excellent written and spoken English.
• Strong business writing skills.
• Demonstrated ability to manage multiple priorities simultaneously.
• Exceptional organizational and time-management skills.
• Ability to work independently with minimal supervision.
• High attention to detail.
• Strong critical-thinking and problem-solving abilities.
• Experience communicating directly with clients and external stakeholders.
• Reliable high-speed internet connection and dedicated workspace.

Preferred Experience

• Executive Assistant
• Operations Coordinator
• Project Coordinator
• Chief of Staff Support
• Client Services Coordinator
• Business Operations Assistant

Experience supporting U.S.-based executives is strongly preferred.

Software Experience

Preferred experience with:

• Google Workspace
• Microsoft Office
• Trello
• ClickUp
• ----------
• Airtable
• CRM systems
• AI productivity tools (ChatGPT, Claude, Gemini, etc.)

Schedule

• Approximately 30-40 hours per week.
• Must have reasonable overlap with U.S. business hours.
• Flexibility required for occasional time-sensitive projects.

What Success Looks Like

The successful candidate:

• Anticipates needs rather than waiting for instructions.
• Consistently follows through on commitments.
• Communicates proactively when issues arise.
• Produces professional documents with minimal editing.
• Maintains organization across multiple projects and deadlines.
• Can be trusted to manage important tasks independently.

Compensation

• Competitive compensation based on experience.
• Long-term opportunity.
• Paid training and onboarding.
• Growth opportunities as the company expands nationally.

Application Instructions

To apply, please submit:

1. Resume
2. Cover letter
3. Time zone and available working hours
4. A 2–3 minute Loom video introducing yourself

In your Loom video, please briefly discuss:

• Your executive support experience
• The most demanding executive or business owner you have supported
• Why you believe you are a strong fit for this position

To demonstrate attention to detail, begin your cover letter with the phrase:

"Trusted Execution"

Applications missing the required phrase or Loom video will not be considered.