Executive Assistant / Client Operations Coordinator

Executive Assistant / Client Operations Coordinator Position Overview We are seeking a highly organized, proactive, and detail-oriented professional to provide executive-level administrative and operational support. The ideal candidate will possess exceptional communication skills, strong time-management abilities, and the initiative to anticipate needs, manage competing priorities, and ensure the efficient execution of daily business operations. Key Responsibilities Executive & Calendar Management Proactively manage the executive's calendar, schedule, and daily priorities to maximize productivity and minimize unnecessary interruptions. Oversee email correspondence, prioritize incoming communications, and ensure timely responses and follow-up. Coordinate and schedule internal meetings, client appointments, and other business engagements. Serve as a point of contact to facilitate effective communication and workflow between the executive, team members, and clients. Client Relationship & CRM Management Organize, document, and accurately transfer meeting notes from reMarkable devices into the company's CRM system. Track and manage follow-up activities resulting from client meetings, ensuring all action items are addressed promptly. Maintain accurate and up-to-date client records, communications, and activity logs within the CRM. Team Coordination & Operational Support Monitor outstanding action items and proactively follow up with team members to ensure tasks are completed within established deadlines. Attend staff meetings, document key discussions and decisions, and distribute meeting notes and action items as appropriate. Maintain organized systems for tracking assignments, deadlines, and team deliverables. Identify opportunities to streamline administrative processes and improve overall office efficiency. Compliance & Licensing Support Monitor continuing education (CE) requirements and licensing deadlines to support timely completion and ongoing compliance. Coordinate with appropriate team members to track outstanding licensing requirements and maintain accurate records. Qualifications & Skills Exceptional organizational, time-management, and multitasking abilities. Excellent written and verbal communication skills, including the ability to draft polished, professional email correspondence. Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint. Experience with CRM platforms, Monday.com , and AI-powered productivity tools. Strong attention to detail, follow-through, and accountability. Ability to anticipate needs, exercise sound judgment, and independently manage priorities. Professional demeanor with the ability to handle sensitive and confidential information discreetly. Ability to work collaboratively while holding team members accountable for deadlines and deliverables. On-site presence required to provide direct executive and operational support. Ideal Candidate The successful candidate is a proactive problem-solver who takes ownership of responsibilities, thrives in a fast-paced environment, and consistently follows through on commitments. This individual should be comfortable managing multiple priorities, coordinating across departments, and creating structure that allows leadership to focus on high-value business activities.