"Operating" Executive Assistant [CLOSED]

About the job

🔥 Executive Operations Manager (NOT a VA!) | Remote | Full-TimeAre You a High-Performing Operator Who Thrives Under Pressure?

Do you love solving complex problems, building systems, and making businesses run smoother?

Are you the kind of person who sees inefficiencies and fixes them before they become a problem?

If you're looking for a basic VA or admin role—this is NOT for you.

We need a high-level Executive Operations Manager (think COO-lite), someone who can:

✔️ Run daily operations (not just assist with them).

✔️ Manage the CEO’s time, priorities, and execution.

✔️ Automate workflows, track finances, and optimize business performance.

✔️ Leverage AI to improve efficiency and productivity across all areas of the business.

✔️ Thrive in high-pressure, fast-moving environments without breaking down.

💡 What Makes This Role Different?

✅ You’re Not Just Supporting—You’re Running Operations

• Own and manage high-level business functions, including financial tracking, automation, and project management.
• Oversee Slack, ClickUp, and internal team operations, ensuring the team executes at a high level.
• Hold people accountable—make sure tasks are followed through and completed on time.

✅ You’ll Manage the CEO’s Entire Schedule, Inbox & Planning

• Control the CEO’s calendar, meetings, travel, and time allocation to maximize efficiency.
• Filter emails, messages, and requests—only the most important ones get through.
• Ensure meetings are prepped, follow-ups happen, and execution is airtight.

✅ You’ll Leverage AI & Automations to Increase Efficiency

• Identify where AI can improve workflows, eliminate manual tasks, and enhance decision-making.
• Build automations (Make.com, Zapier, etc.) to streamline processes and save time.
• Stay on top of cutting-edge AI tools and integrate them to optimize operations.

✅ You’ll Own Financial Oversight & KPI Tracking

• Track QuickBooks Online (QBO), expenses, budgets, and cash flow.
• Ensure Stripe transactions, invoices, and financial KPIs are accurate.
• Spot red flags in revenue and operational performance before they become an issue.

✅ You Need to Be OK Under Pressure

• We move fast, and you’ll be expected to keep up without breaking down.
• You’ll handle urgent requests, rapid shifts in priorities, and unexpected problems with confidence.
• You must thrive in a fast-paced, high-intensity environment.

🚨 This is NOT for you if:

❌ You only want to handle basic admin tasks like scheduling and emails.

❌ You need constant direction and struggle with high-pressure situations.

❌ You get overwhelmed easily when juggling multiple priorities.

❌ You aren’t obsessed with efficiency, structure, and problem-solving.

📌 What You’ll Be Doing

🔥 Executive & Schedule Management

• Organize, prioritize, and protect the CEO’s time from distractions.
• Plan meetings, manage email, Slack, and ClickUp, and ensure priorities are executed.
• Proactively identify and eliminate low-value distractions so the CEO stays focused on high-impact work.

🔥 Operations & Process Improvement

• Identify inefficiencies and optimize workflows across the business.
• Build automations (Make.com, Zapier, Google Sheets, etc.) to streamline operations.
• Manage hiring, recruiting, and internal team accountability.
• Integrate AI-powered tools to increase productivity and improve workflow management.

🔥 Financial & KPI Management

• Track and manage financials using QuickBooks Online (QBO), Stripe, and internal reports.
• Own KPI tracking, ensure reports are accurate, and alert the CEO of any issues.
• Help forecast cash flow, expenses, and revenue trends.

🔥 High-Level Problem Solving

• Fix problems before they escalate.
• Create standard operating procedures (SOPs) to improve efficiency and reduce mistakes.
• Ensure the CEO is always prepared, informed, and making the best decisions.

🛠 Must-Have Skills & Experience

✔️ High-Level Problem Solving & Decision-Making – You don’t just execute; you find and fix problems before they arise.

✔️ Process-Driven & Detail-Oriented – You’re obsessed with structure, efficiency, and ensuring nothing slips through the cracks.

✔️ Proactive & Self-Sufficient – You take full ownership and don’t need to be micromanaged.

✔️ Tech-Savvy & Automation-Driven – Experience with Make.com, ClickUp, Google Sheets, Zapier, Slack, Stripe, QuickBooks Online (QBO).

✔️ Strong Communication & Leadership – You’re direct, clear, and can manage team members effectively.

✔️ Marketing & SaaS Experience – Understanding of Google Analytics, Facebook Ads, and business scaling strategies is a plus.

✔️ AI & Automation Enthusiast – You stay up to date with cutting-edge AI tools and find ways to implement them for better efficiency.

📍 Work Schedule & Compensation

• Remote Role
• EST Business Hours (with some nights/weekends as needed)
• Full-Time | Top Market Compensation
• 60-Day Paid Trial Before Full-Time Offer

About Our Culture

At our company, we believe in extreme ownership—taking full responsibility for outcomes and driving solutions without waiting to be told what to do. We operate with a relentless pursuit of excellence, always refining our processes and optimizing for efficiency. Our growth mindset pushes us to embrace new challenges, whether that’s implementing a new automation in Make.com or finding innovative ways to streamline financial tracking in QuickBooks Online. We thrive in high-pressure environments, where staying organized, proactive, and self-sufficient is the key to success. Our team values clear communication and leadership, ensuring every project in ClickUp is executed with precision. 

If this sounds like a team you’d thrive in, send an email to hiring @ helmsenterprises with the subject line “I’m your next Executive Operations Assistant - [Your First & Last Name]”, and attach your resume as a PDF with [Executive Assistant - first name last name.pdf]. We love working with problem-solvers, so in your email, casually mention your favorite productivity hack—something you personally use to stay efficient. To help us get to know you better, include a 30-60 second Loom video introducing yourself and explaining why you’d be a great fit for this role. Looking forward to hearing from you!