Executive Operations Partner

You will serve as the organizational backbone and operational right hand to a high-performing executive who manages:
• A demanding corporate role (VP, Partnership Sales)
• A growing business coaching company (The Growth Coach)
• A wellness studio (Hyde & Heal)
• Multiple community and event projects

The Executive is a visionary, high-energy leader (DISC: High I) who thrives in relationships and ideation but requires a strong partner for:
• Follow-through
• Systems
• Execution
• Prioritization
• Accountability
• Email and calendar orchestration
• Project coordination
• Administrative lift

Your mission:
Protect the Executive’s focus, multiply his time, and ensure that the important things actually get done.
You will filter the noise, keep priorities aligned, and serve as the hub that makes the entire portfolio run smoothly.

This is not a typical VA or admin role. This is a leverage role—part Executive Assistant, part Chief of Staff, part Project Coordinator, and part Accountability Partner.

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???? WHAT YOU’LL OWN (Key Responsibilities)

1. Inbox Management & Communication Control (40%)
• Run daily Inbox Zero
• Triage: escalate what matters, neutralize what doesn’t
• Draft, refine, and send emails in the Executive’s voice
• Maintain follow-up cadences
• Flag relationship-building opportunities
• Organize communication with internal teams, clients, partners

The goal: The Executive only sees emails requiring strategy, authority, or relationship nuance.

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2. Calendar Architecture & Time Protection (20%)
• Build and maintain a calendar that protects deep-work blocks
• Decline, delegate, or reschedule low-value meetings
• Ensure meetings have agendas and proper preparation
• Coordinate multi-stakeholder calls and partner check-ins
• Ensure punctual transition between VP role and business duties

Your job is to turn the calendar into a strategic asset, not a firehose.

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3. Project Coordination Across All Businesses (20%)

You will maintain a living dashboard of the Executive’s entire ecosystem:
• Follow-ups owed by internal tea ---------- mbers
• Partner tasks, deadlines, and dependencies
• Growth Coach client fulfillment
• Hyde & Heal programming timelines
• Studio events, marketing schedules, vendor coordination
• Prioritized to-do lists
• Weekly and monthly progress reviews

You ensure nothing slips. You are the Executive’s memory and ---------- ntum.

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4. Systems, Organization & Documentation (10%)
• Maintain Notion dashboards (tasks, projects, pipelines)
• Organize Google Drive and business assets
• Create lightweight SOPs for repeatable activities
• Document processes and decisions
• Keep files and resources searchable and accessible

Your work creates clarity, which creates velocity.

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5. Writing, Operations, & Light Creative Support (10%)
• Draft messages, briefs, proposals, notes, and summaries
• Prepare meeting follow-ups and slides
• Assist with event coordination
• Conduct basic research (partners, competitors, opportunities)
• Light support for social content or templates (not heavy design)

Your ability to write cleanly and summarize clearly is non-negotiable.

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????? Required Skills & Capabilities (Non-Negotiable)

Operational Judgment

You can read an email or situation and understand the stakes.
You make decisions without needing constant direction.

High-Level Written Communication

You write clearly, concisely, and in the Executive’s tone.

Proactive Ownership

You anticipate needs before they arise.
You bring solutions, not questions.

Systems Thinker

You naturally organize chaos into simple, repeatable flows.

Emotional Intelligence

You deal with sensitive information, personalities, and executives with professionalism and warmth.

Calendar & Inbox Mastery

You manage time and attention ruthlessly.

Tech Fluency

You know (or can quickly learn):
• Notion
• Google Workspace
• Slack
• Canva
• Zoom
• HubSpot or CRM tools

Accountability Strength

You keep the Executive on track with gentle firmness.
You are not intimidated to say:

“Here are the top three priorities for today. What can we eliminate?”

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???? Ideal Behavioral Profile

This person is naturally:
• Assertive enough to manage up
• Calm under pressure
• Organized yet flexible
• Unafraid to take responsibility
• Able to work independently
• Detail-oriented without being rigid
• A strong, confident communicator
• Comfortable serving as a gatekeeper

You should genuinely enjoy helping someone operate at a higher level—with pride, ownership, and discretion.

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???? Success in the First 90 Days Will Look Like:

30 DAYS
• Inbox Zero system running daily
• Calendar stabilized and optimized
• Clear Notion dashboard built for tasks and projects
• Full understanding of the Executive’s work rhythm and priorities

60 DAYS
• All major workflows documented
• Partner follow-ups and business initiatives tracked effortlessly
• Executive hitting goals without overwhelm
• Studio + Growth Coach admin running smoothly

90 DAYS
• You operate like an extension of the Executive
• Follow-through is consistent and frictionless
• The Executive is more present, less distracted, and significantly more productive
• The entire portfolio runs with reduced stress and increased clarity