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Open nowPosted 137 days ago

Executive Assistant (Operations & Client Coordination)

Workable (global search)108,016 open roles

Where
Kenya
Work mode
Remote
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Your applicationOpen nowExecutive Assistant (Operations & Client Coordination)Workable (global search) · Kenya

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The clock on this job

Early applications get read.

7.9% of postings close within 7 days. Measured by our own scanner across the market. Workable (global search) postings stay open a median of 7 days.

Share of postings closed within
  1. 1.6%1 day
  2. 3.6%3 days
  3. 7.9%7 days
  4. 14.9%14 days
  5. 34.0%30 days
This job: posted 137 days ago

Workable (global search) median: 7 days open

The posting

Job Title: Executive Assistant (Operations & Client Coordination)

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Role:

We are seeking a highly organized and proactive Executive Assistant (Operations & Client Coordination) to support daily operations and client coordination for a fast-growing business in the automotive space.

This role goes beyond basic administrative support—you will act as a key operational partner to the founder, managing client communication, coordinating with contractors, and ensuring smooth execution across multiple workflows. The ideal candidate is detail-oriented, resourceful, and comfortable working in a fast-paced environment with shifting priorities.

Responsibilities:

Client Management

  • Manage inbound client inquiries and prioritize urgent requests.
  • Draft and send professional client communications, including updates and summaries.
  • Ensure timely follow-ups and maintain a high-quality client experience.

Contractor Coordination

  • Coordinate with freelance contractors on active projects and deals.
  • Track progress and ensure timelines and deliverables are met.
  • Maintain clear communication between all stakeholders.

CRM & Administrative Management

  • Maintain and organize CRM systems, specifically GoHighLevel (GHL).
  • Ensure accurate and up-to-date client and deal records.
  • Support onboarding by collecting and organizing client information.

Communication & Scheduling

  • Manage calendar scheduling, meetings, and daily priorities using Google Calendar and Gmail.
  • Prepare materials and context for client or partner calls.
  • Support daily check-ins to ensure alignment on priorities.

Research & Reporting

  • Conduct light research including market comparisons, inventory checks, and basic data gathering.
  • Support decision-making by organizing and presenting relevant information.

What Makes You a Perfect Fit:

  • Highly organized with strong attention to detail.
  • Proactive and able to work independently with minimal supervision.
  • Comfortable managing multiple workflows in a fast-paced environment.
  • Strong communicator who can represent the business professionally.
  • Reliable and responsive during U.S. working hours.

Required Experience & Skills (Minimum):

  • 2+ years of experience supporting a founder, executive, or small business owner.
  • Strong hands-on experience with GoHighLevel (GHL).
  • Proficiency in Google Workspace (G Suite), including Gmail, Google Calendar, Docs, and Drive — this is a must-have.
  • Experience managing client communication and follow-ups.
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal English communication skills.
  • Ability to work independently and manage shifting priorities effectively.
  • Reliable internet connection and professional remote work setup.

Tools & Systems:

Must-Have Tools (Non-Negotiable)

  • GoHighLevel (GHL)
  • Google Workspace (G Suite): Gmail, Google Calendar, Google Docs, Google Drive

Nice-to-Have Tools

  • Gamma (or similar presentation tools)
  • Slide creation tools (Google Slides, PowerPoint, etc.)
  • Notebook LM or similar tools for organization and research

What Does a Typical Day Look Like?

An Executive Assistant’s day is focused on keeping operations organized and ensuring smooth communication across the business. You will:

  • Manage client inquiries and follow-ups.
  • Coordinate with contractors and track progress.
  • Maintain CRM records and ensure data accuracy.
  • Schedule meetings and support daily planning.
  • Conduct research and organize key information.

In essence: you are the operational backbone, ensuring nothing falls through the cracks while supporting both clients and internal workflows.

Key Metrics for Success (KPIs)

  • Responsiveness and quality of client communication.
  • Accuracy and organization of CRM and deal tracking.
  • Timely coordination and follow-through on tasks.
  • Efficiency in managing schedules and priorities.
  • Overall operational reliability and support to the founder.

Interview Process:

  • Initial Phone Screen
  • Video Interview with Recruiter
  • Client Interview
  • Offer & Onboarding

#LI-AG1

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