Operations Executive Assistant

Operations Executive Assistant Location: Remote Employment Type: Full-Time Compensation: $7.00–$9.00/hour Reports To: Chief Operating Officer Shift: Monday–Friday, 9:00 AM – 6:00 PM Central Time (CT), with a 1-hour unpaid break About Performance AI Performance AI helps organizations transform the way they operate through AI-powered solutions that improve efficiency, automate workflows, and drive measurable business outcomes. We partner with healthcare organizations, enterprise clients, and high-growth businesses to design, implement, and scale AI solutions. We're looking for a highly organized, proactive, and detail-oriented Operations Executive Assistant to directly support our Chief Operating Officer. This role is ideal for someone who enjoys creating structure, coordinating projects, organizing information, and ensuring operational initiatives continue moving without requiring constant oversight. You'll serve as an extension of the COO by managing operational priorities, coordinating cross-functional initiatives, maintaining documentation, organizing HubSpot CRM, and ensuring leadership always has visibility into project progress. Position Overview The Operations Executive Assistant provides direct operational and administrative support to the Chief Operating Officer by coordinating projects, managing executive priorities, maintaining documentation, tracking action items, organizing CRM data, and ensuring operational initiatives remain on track. This is more than a traditional Executive Assistant role. You'll help build scalable operational systems, improve internal processes, coordinate multiple departments, and proactively solve problems before they become blockers. Success in this role means enabling leadership to spend less time on administrative coordination and more time driving company growth. Key Responsibilities Executive Support Manage executive calendars, scheduling, and meeting coordination. Prepare meeting agendas and capture organized meeting notes. Track action items, deadlines, and follow-ups. Proactively provide periodic project updates without being asked. Coordinate internal meetings and executive communications. Organize executive priorities and ensure nothing falls through the cracks. Operations & Project Coordination Maintain project tracking using ClickUp and other approved project management tools. Coordinate cross-functional initiatives across multiple departments. Monitor project progress and proactively identify blockers. Escalate risks or delays when appropriate. Ensure operational initiatives continue moving according to priority. Support implementation of new operational workflows and improvements. Documentation & Knowledge Management Organize and maintain Google Drive documentation and shared resources. Collaborate and assist in creating Standard Operating Procedures (SOPs). Prepare presentations, reports, operational documents, and executive summaries. Maintain organized documentation that is accurate, accessible, and easy to navigate. Continuously improve documentation processes and knowledge management systems. CRM & Sales Operations Support Maintain accurate HubSpot CRM records, including contacts, companies, deals, activities, and pipeline updates. Assist with HubSpot cleanup, organization, and ongoing CRM maintenance. Support leadership in tracking sales activities and customer follow-ups. Assist in preparing customer-facing presentations, proposals, and supporting materials. Organize customer documentation and shared folders. Support administrative activities related to the sales process. Process Improvement Identify operational inefficiencies and recommend improvements. Build scalable workflows that improve team efficiency. Assist in implementing operational automations where appropriate. Continuously improve systems that increase visibility, accountability, and execution. Required Qualifications 3–5 years of experience in executive assistance, operations coordination, project coordination, administrative support, or similar operational roles. Experience supporting executives or leadership teams. Excellent written and verbal English communication skills. Strong organizational, time management, and multitasking skills. Experience using project management platforms such as ClickUp, Asana, Monday.com, Trello, Jira, or similar. Proficiency in Google Workspace (Gmail, Docs, Sheets, Slides, Drive, Calendar). Proficiency in Microsoft Office (Word, Excel, PowerPoint). Hands-on experience using HubSpot CRM or similar CRM platforms (Salesforce, Zoho CRM, Pipedrive, etc.), including maintaining customer records, updating pipelines, organizing contacts, and supporting sales operations. Comfortable using AI tools such as ChatGPT, Gemini, Claude, or similar platforms to improve productivity and documentation. Experience using Canva to create professional documents and presentations. Basic photo editing skills using Canva, Photoshop, Figma, or similar software. Basic video editing skills using Canva, CapCut, Premiere Pro, or similar software. Preferred Qualifications Experience working directly with founders or C-suite executives. Experience working in a startup or high-growth environment. Experience supporting multiple executives simultaneously. Experience coordinating cross-functional operational projects. Experience creating SOPs and internal documentation. Experience maintaining knowledge management systems. Experience supporting sales operations and CRM administration. What We're Looking For At Performance AI, we believe technical skills can be developed, but character is what drives long-term success. We're looking for someone who not only has the right experience but also brings the mindset, professionalism, and ownership needed to thrive in a fast-paced, high-growth environment. The ideal candidate is someone who: Takes ownership of their work and follows through on commitments. Proactively provides periodic status updates without being asked, ensuring leadership always has visibility into progress, priorities, and potential blockers. Thinks one step ahead and anticipates executive needs. Communicates clearly, professionally, and respectfully. Has exceptional attention to detail and consistently produces high-quality work. Handles confidential information with professionalism and discretion. Adapts quickly to changing priorities while remaining organized and dependable. Welcomes feedback and continuously looks for ways to improve. Uses AI tools to improve productivity while maintaining sound judgment and critical thinking. Contributes positively to the team through collaboration, accountability, and integrity. Success Measures Success in this role is measured by: Leadership has clear visibility into project progress and priorities. Projects and action items are completed on time. Executive meetings consistently result in clear ownership and follow-through. Documentation remains organized, accurate, and easy to locate. HubSpot CRM remains clean, organized, and consistently maintained. Leadership spends less time on administrative coordination and more time on strategic initiatives. Operational processes become increasingly standardized and scalable as the company grows. Why Join Performance AI? At Performance AI, you'll play a critical role in supporting the systems, people, and processes that keep a growing AI company running efficiently. You'll work directly with executive leadership, contribute to meaningful operational improvements, and help build scalable processes that support long-term growth. If you enjoy solving operational problems, creating order from complexity, supporting executives, and building systems that help teams execute at a higher level, we'd love to hear from you. Please submit your resume in PDF format when submitting your proposal.