Executive Operations Assistant

This is a remote position.

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.

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.
  

• Maintain a central and accurate list of the Executive’s 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.
  

• Help organize the Executive’s 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.
  

• 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.
  

• 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 Executive’s time by distinguishing between urgent, important, routine, and low-priority matters.
  

• 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.
  

• 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.
  

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.
  

• 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.
  

• 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.
  

• 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.
  

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.
  

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.

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.

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.

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.
  

The assistant’s 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.
  

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 Executive’s main businesses, priorities, and working style.
  
• Identify urgent issues and escalate them appropriately.
  
• Reduce the Executive’s need to repeatedly ask about task status.
  
• Demonstrate reliability, sound judgment, confidentiality, and ownership.
  

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.

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.

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.