Senior Executive Assistant (C-Suite Support & CRM Specialist)

This is a remote position.

Were looking for a highly experienced and exceptionally reliable Senior Executive Virtual Assistant to serve as the right hand to a visionary Founder and CEO. If you are a proactive problem solver who thrives in managing multi-sector business environmentsranging from sports agency operations to business consulting and real estatethis role is for you. Youll start by stabilizing the CEOs daily ecosystem: managing complex calendars across five inboxes ensuring zero-inbox efficiency and taking ownership of CRM pipelines to ensure no opportunity falls through the cracks.

As you demonstrate your expertise you will operate as a strategic partner coordinating projects across two distinct companies. You will move beyond simple task execution to intelligent prioritization assisting with vendor coordination automating workflows and safeguarding revenue streams. This is an excellent opportunity for a seasoned EA who wants to utilize their skills in project coordination CRM management and executive administration to drive impact in a high-growth environment.

Key Responsibilities

Executive Administration & Calendar Orchestration

• Master the CEOs schedule: Own and manage 5 email inboxes and multiple calendars consolidating schedules to ensure zero conflicts.
  

• Proactive preparation: Ensure the CEO is fully briefed prepped and on time for all meetings speaking engagements and travel commitments.
  

• Gatekeeping and prioritization: Act as the primary point of contact filtering noise and prioritizing high-impact communications to protect the CEOs focus.
  

• Travel and Logistics: Manage complex travel schedules speaking engagement deadlines and event logistics with precision.
  

CRM Strategy & Pipeline Management

• System Management: Manage optimize and maintain GoHighLevel (GHL) (or similar tools like HubSpot/ClickUp) to track all business relationships.
  

• Data Integrity: Ensure clean data flow by converting physical/digital business cards into CRM entries and maintaining an organized contact database.
  

• Pipeline Automation: Build and update automations forms and workflows to ensure leads talent and prospects move smoothly through the sales funnel.
  

• Revenue Support: Track leads transactions and commissions for commercial real estate and speaking engagements ensuring pipelines remain active and updated.
  

Project Coordination & Stakeholder Liaison

• C-Suite Dashboarding: Maintain a high-level dashboard summarizing priorities deliverables and timelines for both companies.
  

• Vendor Coordination: Serve as the point of contact for external social media teams web developers and accounting firms; ensure they deliver on time.
  

• Execution Oversight: Ensure projects move from Idea Plan Execution without the CEO needing to chase vendors or partners.
  

• Talent Support: Assist with talent sourcing onboarding and documentation for athletes creatives and ghostwriters within the agency.
  

Communications & Document Control

• Digital Ecosystem Management: Maintain an integrated filing system (G Suite Cloud Folders) ensuring contracts agreements and SOPs are instantly accessible.
  

• Drafting & Correspondence: Handle confidential correspondence with high emotional maturity and professional discretion.
  

• Culture & Feedback: Proactively suggest tool or process improvements to streamline operations; speak up respectfully where you see gaps.
  

Requirements

Required Qualifications

• 35 years of proven experience as an Executive Assistant Senior Virtual Assistant or Operations Coordinator specifically at the C-Suite level.
  

• Technical Proficiency: Hands-on expertise with CRM systems is non-negotiable (GoHighLevel is highly preferred; ClickUp Monday or HubSpot are acceptable).
  

• Complex Scheduling: A strong track record of managing multi-business high-complexity calendars and inboxes (experience with 5 accounts is a plus).
  

• Shift Availability: Must be willing to work primarily in US Central Time (10:00 AM 7:00 PM CT) with flexibility for Eastern Time tasks.
  

• Proactive Mindset: Ability to anticipate needs before they arise; you must be a solver not just a doer waiting for instructions.
  

• Communication Skills: Excellent written and verbal English with the ability to coordinate effectively with international vendors and high-level stakeholders.
  

Benefits

Employee Benefits

• Health and Wellness: Comprehensive HMO coverage for you and your dependents.
  

• Security and Peace of Mind: Group Life Insurance Benefit to safeguard your future.
  

• Financial Flexibility: Virtual Credit Card for added convenience and purchasing power.
  

• Work-Life Balance: Generous Paid Leaves to recharge and prioritize personal time.
  

• Government Benefits: Full support for required government benefits.
  

Supplemental Pay Types

• 13th Month Salary: A festive bonus to celebrate the years hard work.
  

• Overtime Pay: Compensation for your extra effort and time.
  

• Night Differential: Additional pay for working late hours or shifts.
  

• Incentives: Performance-based incentives to reward your contributions and achievements.