Executive Operations Assistant

This is a remote position.

About the Role

We are seeking a highly organized dependable technology-comfortable and proactive Executive Operations Assistant to support a senior executive across several businesses clients projects and selected administrative responsibilities.

This is not a traditional receptionist or basic secretarial position. The successful candidate will act as an operational extension of the Executive by organizing priorities tracking commitments coordinating with different people following up on outstanding work and ensuring that tasks move from instruction to completion.

The role requires someone who can manage many moving parts communicate professionally work independently learn new systems quickly and take responsibility for outcomes.

The ideal candidate should be able to receive a task understand the intended result identify the next steps communicate with the relevant people follow up consistently maintain accurate records and report back clearly.

Primary Objective of the Role

The primary objective is to reduce the amount of time the Executive spends remembering organizing assigning and following up on routine operational tasks.

The Executive Operations Assistant will be responsible for ensuring that:

• Important tasks are recorded and prioritized.
  
• Deadlines and commitments are not forgotten.
  
• The right people are contacted and followed up with.
  
• Progress is documented accurately.
  
• Delays and obstacles are identified early.
  
• The Executive receives clear updates without having to repeatedly ask.
  
• Routine tasks are completed with minimal supervision.
  
• Business and administrative responsibilities remain organized.
  

Key Responsibilities

1. Task and Project Coordination

• Maintain a central and accurate list of the Executives active tasks projects commitments and follow-ups.
  
• Break larger instructions into clear manageable action items.
  
• Assign deadlines priorities owners and next steps to each task.
  
• Track multiple tasks across different businesses clients vendors employees and partners.
  
• Follow up with responsible individuals until work is completed.
  
• Record updates delays decisions and outstanding requirements.
  
• Identify tasks that are stalled and take appropriate action to move them forward.
  
• Escalate urgent matters or serious delays before they become larger problems.
  
• Ensure completed tasks are properly documented and closed.
  
• Provide the Executive with clear daily and weekly progress summaries.
  

2. Executive Support

• Help organize the Executives daily weekly and long-term priorities.
  
• Maintain reminders for meetings deadlines payments appointments and commitments.
  
• Coordinate meetings across Kenya U.S. and other international time zones.
  
• Prepare agendas meeting notes action items and follow-up lists.
  
• Ensure that commitments made during meetings or conversations are recorded and acted upon.
  
• Help the Executive prepare for meetings by gathering relevant documents updates and background information.
  
• Draft routine correspondence and responses for review or approval.
  
• Organize documents links records contact details and reference materials.
  
• Assist with selected administrative responsibilities when required.
  

3. Communication and Follow-Up

• Communicate professionally through phone calls email WhatsApp SMS online chat and video meetings.
  
• Contact employees clients vendors service providers consultants and business partners on behalf of the Executive.
  
• Draft clear professional and grammatically correct emails and messages.
  
• Follow up politely but persistently until responses or results are received.
  
• Maintain an accurate record of conversations promises deadlines and next steps.
  
• Know when to continue following up when to escalate and when to request guidance.
  
• Communicate with confidence while remaining respectful and professional.
  
• Represent the Executive and the businesses appropriately in all communications.
  

4. Calendar and Schedule Management

• Schedule and confirm meetings calls appointments and reminders.
  
• Prevent scheduling conflicts and missed appointments.
  
• Coordinate availability with multiple participants.
  
• Send meeting invitations confirmations agendas and reminders.
  
• Track time-sensitive commitments and important dates.
  
• Account for differences between Kenya and U.S. working hours.
  
• Help protect the Executives time by distinguishing between urgent important routine and low-priority matters.
  

5. Administrative and Documentation Support

• Prepare and format professional documents reports letters proposals invoices presentations and spreadsheets.
  
• Maintain organized digital folders and document naming systems.
  
• Update contact lists trackers databases and business records.
  
• Enter and maintain accurate information in CRM systems and other business platforms.
  
• Proofread documents and communications before they are sent.
  
• Create checklists templates forms and standard operating procedures.
  
• Assist with preparing business summaries and status reports.
  
• Maintain confidentiality when handling financial business employee client or personal information.
  

6. Research and Information Gathering

• Conduct online research on companies products services vendors travel options business opportunities software and other assigned topics.
  
• Verify information using credible sources.
  
• Summarize research into clear findings and recommendations.
  
• Compare options based on cost benefits risks requirements and suitability.
  
• Present information in a way that allows the Executive to make decisions quickly.
  
• Avoid simply forwarding large amounts of information without first reviewing and organizing it.
  

7. Business Operations Support

The Executive is involved in several areas including technology customer service contact-center operations software implementation cloud services business development travel services investment-related projects and other entrepreneurial ventures.

The assistant may therefore be required to:

• Coordinate activities across multiple businesses and projects.
  
• Follow up on proposals contracts invoices client requests and deliverables.
  
• Assist with client onboarding and service coordination.
  
• Track business leads opportunities and partner conversations.
  
• Help coordinate technology-related tasks without necessarily being a technical expert.
  
• Work with project management systems CRM platforms spreadsheets and online business tools.
  
• Assist with customer service event coordination travel arrangements and vendor management.
  
• Learn new systems and business processes as required.
  
• Support the preparation of reports presentations and business documentation.
  

Requirements

Required Skills and Qualifications

Computer and Technology Skills

• Excellent computer skills.
  
• Must be very comfortable working on a computer for most of the working day.
  
• Good typing speed with strong accuracy.
  
• Ability to learn new software and online platforms quickly.
  
• Strong internet research skills.
  
• Experience using email web browsers cloud storage online forms calendars and video-conferencing platforms.
  
• Competence with Microsoft Office including Word Excel PowerPoint and Outlook.
  
• Competence with Google Workspace including Gmail Google Docs Google Sheets Google Calendar and Google Drive.
  
• Comfortable using WhatsApp Web and other online communication platforms.
  
• Familiarity with task management CRM or project-management systems.
  
• Willingness to learn platforms such as Zoho Microsoft Dynamics 365 ChatGPT Microsoft Teams Zoom Google Meet and other business tools.
  

Communication Skills

• Strong spoken and written English.
  
• Clear and professional telephone communication.
  
• Ability to write professional emails and WhatsApp messages.
  
• Ability to listen carefully understand instructions and ask relevant questions when necessary.
  
• Ability to communicate confidently with senior professionals clients vendors and team members.
  
• Ability to summarize complex or lengthy information clearly.
  
• Good judgment regarding tone urgency confidentiality and professionalism.
  

Organization and Task Management

• Ability to manage many tasks at the same time.
  
• Excellent attention to detail.
  
• Strong time-management and prioritization skills.
  
• Ability to maintain accurate records and trackers.
  
• Ability to remember and follow through on commitments.
  
• Ability to work across multiple businesses and projects without becoming confused.
  
• Ability to distinguish between urgent tasks and tasks that can wait.
  
• Ability to work methodically even when priorities change.
  

Personal Qualities Required

The successful candidate must be:

• Honest and trustworthy.
  
• Reliable and punctual.
  
• Highly organized.
  
• Responsible with time.
  
• Proactive rather than passive.
  
• Comfortable taking ownership of tasks.
  
• Persistent when following up with people.
  
• Able to work with limited supervision.
  
• Willing to accept feedback and make corrections.
  
• Calm under pressure.
  
• Flexible and adaptable.
  
• Professional in appearance conduct and communication.
  
• Careful with confidential information.
  
• Able to admit when they do not know something and then take steps to learn it.
  
• Focused on producing accurate results.
  
• Able to solve routine problems independently.
  
• Interested in continuous learning and professional growth.
  

Work-From-Home Requirements

Because this is a remote position the candidate must have:

• A quiet and professional working environment at home.
  
• Reliable electricity and a plan for managing occasional power interruptions.
  
• Stable and dependable internet access.
  
• A functional computer capable of handling normal business applications.
  
• A working smartphone.
  
• A suitable headset or earphones for calls and online meetings.
  
• The ability to remain focused during working hours without excessive household interruptions.
  
• The discipline to begin work on time remain available and complete assigned responsibilities without constant supervision.
  

The company will provide or reimburse agreed internet costs. The employee remains responsible for maintaining an appropriate home working environment.

Working Hours and Flexibility

The position requires flexibility because the Executive works with people and businesses in both Kenya and the United States.

Normal working hours will be agreed upon but the successful candidate must be willing to occasionally adjust working hours to support:

• Kenya business hours.
  
• U.S. business hours.
  
• Early-morning or evening meetings.
  
• Urgent client or operational matters.
  
• Time-sensitive deadlines.
  

This does not mean the employee will work continuously at all hours. It means the employee must be flexible when business needs require adjusted schedules.

Any regular schedule and expectations regarding availability will be discussed before employment begins.

Accuracy and Quality Expectations

The role requires a high level of accuracy.

The successful candidate will be expected to:

• Review work before submitting it.
  
• Confirm names dates amounts contacts and instructions.
  
• Avoid sending incomplete or poorly written communications.
  
• Ask for clarification when a mistake could cause serious consequences.
  
• Learn from corrections and avoid repeating the same errors.
  
• Maintain accurate task calendar and communication records.
  
• Complete work carefully rather than rushing and creating preventable mistakes.
  

Repeated carelessness missed follow-ups poor recordkeeping dishonesty or failure to communicate will not be acceptable.

Confidentiality

The Executive Operations Assistant may have access to confidential business financial client technical employee and personal information.

The candidate must:

• Protect all confidential information.
  
• Never share passwords documents conversations or business information without authorization.
  
• Use company information only for legitimate work purposes.
  
• Follow instructions regarding data security and password management.
  
• Avoid discussing private company or personal matters with unauthorized individuals.
  
• Sign a confidentiality or non-disclosure agreement when required.
  

Performance Expectations

The assistants performance will be evaluated based on:

• Accuracy of completed work.
  
• Number of tasks completed on time.
  
• Quality and consistency of follow-up.
  
• Ability to keep task trackers current.
  
• Reliability and punctuality.
  
• Quality of written and verbal communication.
  
• Ability to work independently.
  
• Ability to identify and escalate delays.
  
• Responsiveness during agreed working hours.
  
• Ability to learn new systems and responsibilities.
  
• Reduction in the number of tasks the Executive must personally chase.
  
• Ability to prevent deadlines meetings and commitments from being missed.
  

Expected Results After the First 90 Days

Within the first three months the successful candidate should be able to:

• Maintain an organized and accurate task-management system.
  
• Track a large number of active tasks across different areas.
  
• Provide useful daily and weekly status updates.
  
• Independently handle routine follow-ups.
  
• Prepare professional emails messages documents and reports.
  
• Coordinate meetings and action items with minimal supervision.
  
• Understand the Executives main businesses priorities and working style.
  
• Identify urgent issues and escalate them appropriately.
  
• Reduce the Executives need to repeatedly ask about task status.
  
• Demonstrate reliability sound judgment confidentiality and ownership.
  

Preferred Experience

The following experience is preferred but not mandatory:

• Previous experience as an executive assistant personal assistant operations assistant administrative assistant project coordinator or office administrator.
  
• Experience supporting a senior executive business owner founder or senior manager.
  
• Experience working remotely.
  
• Experience working with international clients or teams.
  
• Experience in customer service contact centers technology consulting travel project management or business administration.
  
• Experience preparing reports presentations invoices proposals or business correspondence.
  
• Experience using CRM project-management or task-tracking systems.
  
• Experience coordinating several people or projects at the same time.
  

Strong demonstrated ability may be considered in place of formal qualifications.

Education

A diploma or degree in business administration communications information technology project management office administration or a related area is preferred.

However practical capability intelligence communication skills reliability computer proficiency and demonstrated performance will be given significant consideration.

Benefits

Benefits and Opportunities

This role offers more than a monthly salary. The successful candidate will have the opportunity to work closely with an experienced Executive gain exposure to multiple businesses and develop practical skills that can significantly strengthen their career.

Benefits include:

• Company-paid internet allowance to support reliable remote work.
  

• Fully remote position eliminating daily commuting costs and travel time.
  

• Direct exposure to business leadership decision-making operations technology client management and entrepreneurship.
  

• Opportunity to learn modern business systems including CRM platforms task-management tools cloud applications artificial intelligence tools and automation platforms.
  

• Varied and meaningful work across technology customer service business development operations travel consulting and other growing business areas.
  

• Practical professional development in communication organization project coordination research executive support and problem-solving.
  

• Opportunity for increased responsibility and salary growth based on performance reliability capability and business expansion.
  

• Potential for long-term employment for a dependable person who becomes a trusted and valuable member of the team.
  

• Flexible work scheduling with agreed working hours that may be adjusted between Kenya and U.S. business hours when required.
  

• Greater independence and ownership allowing the successful candidate to build confidence and demonstrate initiative rather than performing only repetitive administrative work.
  

• Professional mentorship and guidance through direct involvement in real business challenges projects and decisions.
  

• Exposure to international clients partners and working environments providing valuable experience beyond the local market.
  

• Opportunity to build a strong professional track record by helping manage important projects coordinate multiple stakeholders and deliver measurable results.
  

• Recognition for strong performance initiative accuracy and consistent follow-through.
  

The position is especially suitable for someone who wants to grow beyond a basic administrative role and develop into a trusted Executive Assistant Operations Coordinator Project Coordinator or senior business-support professional.