Operations Coordinator & Executive Assistant (Remote Freelance Position) About Us We are a marketing and communications agency that has been in business for 27 years, serving clients across a variety of industries with a strong focus in the building insulation and construction sectors. Our company operates with a highly collaborative remote team of nine experienced freelancers located across the country. We pride ourselves on maintaining an exceptional team culture built on trust, communication, accountability, and high-level performance. Learn more about us at www.dzandassociates.com. Position Overview We are seeking a long-term freelance Operations Coordinator & Executive Assistant to support the day-to-day operations of our strong and growing remote agency. This role functions as both an assistant to the owner and an operational support lead for the broader team. This is a highly important role that helps keep projects, systems, and workflows running smoothly so our client-facing team members can stay focused on delivering excellent work. The ideal candidate is organized, resourceful, tech-savvy, proactive, and enjoys improving systems and processes. Key Responsibilities Operations & Project Management Maintain and optimize our ClickUp project management system Help streamline workflows and improve internal operational processes Track tasks, deadlines, and project status across multiple team members Assist with troubleshooting operational bottlenecks and identifying solutions Team Support Provide administrative and operational support to the owner and team members Coordinate and organize internal information and project assets Assist team members with various support tasks as needed Help maintain organization and consistency across systems and projects Client Onboarding & Account Setup Support onboarding processes for new clients Assist with online profile setup and account configuration for clients Catalog and organize client data and information Ensure projects and onboarding materials are properly documented Systems & Process Improvement Identify opportunities to improve efficiency and organization Document workflows and help create scalable operational systems Research tools, answers, and solutions independently when challenges arise Required Skills & Experience Experience using ClickUp or similar project management platforms such as Asana, Monday.com, Trello, or Basecamp Google Drive and Google Docs savvy Strong organizational and time management skills Excellent written communication and attention to detail Ability to work independently in a fully remote environment Comfortable troubleshooting issues and finding solutions proactively Strong follow-through and reliability Basic marketing knowledge and understanding of agency workflows Preferred Traits Process-oriented thinker who enjoys creating order and efficiency Adaptable and comfortable wearing multiple hats Positive team player with strong communication skills Tech-savvy and quick to learn new systems Long-term mindset and interest in growing with a collaborative team Position Details Remote freelance/contractor position Flexible hours with availability during standard business hours preferred Long-term opportunity for the right fit Approximately 10-20 hours per week Compensation based on experience To Apply, Please Submit: A brief introduction about yourself Relevant experience with operations, executive assistance, or project coordination Platforms and tools you’ve used (ClickUp, Asana, Monday.com, etc.) Your availability and preferred working hours Resume and/or LinkedIn profile

Seeking Senior Executive Assistant to be part of an exective team to the founder of a non profit think tank that works on preventing global catastrophic risks, based in Asheville, NC. Along with an Executive Assistant, we are also looking for related executive office roles: Chief of Staff, Secretary, Administrative Support, Guest Liason and Events, and Personal Executive Assistant. Also actively looking for people with backgrounds in recruting, accounting, reseach, writing, and non-profit development. The right person will feel aligned with the mission of the organization, enjoy being in a support role to someone they respect, and have relevant experience. Unfortunately, I cant post links to our websites on this platform. Search my name on youtube and google civilization research institute and the consilience project to learn more. Thank you.

Job Description I am looking for a reliable individual based in the United States to help receive and forward my laptop. Your primary responsibility is to receive the shipment at your address, inspect the package for any visible damage, and forward it to the destination I specify using a prepaid shipping label that I provide. Responsibilities • Receive my laptop at your address. • Verify that the package arrives in good condition. • Repack the laptop if necessary. • Ship the package to the destination I specify using my prepaid shipping label. • Provide the tracking number after shipment. • Communicate promptly regarding the shipment status. Requirements • Must be located in the United States. • Reliable and responsive communication. • Ability to receive deliveries during normal business hours. • Ability to drop off packages with major shipping carriers (UPS, FedEx, or USPS). • Responsible and detail-oriented. Compensation • Fixed payment per completed shipment. • All shipping costs are covered through my prepaid shipping labels. • Additional compensation may be available for future shipments. Important Notes • The laptop is my personal property. • You will not be asked to use the laptop or access any of my accounts. • Your role is limited to receiving, handling, and forwarding the shipment. • A simple shipping agreement may be required before the first assignment. If you're dependable and can help with shipping logistics, I'd be happy to work with you.

About Us We are a digital strategy firm focused on social justice issues, working with some of the leading organizations and political voices in the country. We're a tight-knit team that moves fast, cares deeply about the communities we serve, and believes the how of our work matters as much as the what. We're looking for a part-time Executive Assistant for our principal who shares our values and wants to help keep a busy, purpose-driven practice running smoothly. What You'll Do Billing & financial support — prepare and send client invoices, track payments and follow up on outstanding balances, support payroll processing, manage expense tracking, and help keep our books clean and current Calendar & inbox management — schedule meetings across time zones, triage email, protect focus time, and keep the principal's day running on rails Client & partner communications — draft and send professional correspondence, follow up on outstanding items, and serve as a warm, reliable point of contact Meeting support — prepare agendas, take notes, track action items, and make sure nothing falls through the cracks Administrative operations — contract organization, records management, and keeping our files and systems tidy Project coordination support — help track deliverables and deadlines across client engagements in [Asana/Notion/ClickUp] Light research — gather background on prospective clients, partners, conferences, and speaking opportunities Occasional extras — travel booking, event logistics, and other tasks that keep a small firm humming Who You Are 2+ years of experience as an executive assistant, virtual assistant, or operations/admin professional (agency, nonprofit, or consulting experience a plus) Hands-on experience with billing and light financial administration — invoicing, invoice and payment tracking, payroll support, and expense management. You don't need to be an accountant, but you should be confident and accurate with numbers and financial workflows Values-aligned: you care about social, racial, and economic justice, and you want your work to support organizations fighting for it. Experience with nonprofits, advocacy groups, or movement organizations is a strong plus Exceptionally organized and detail-oriented — you catch the typo, remember the follow-up, and flag the conflict before it happens A clear, warm, professional writer Proactive and self-directed — you don't wait to be told; you see what needs doing and do it Trustworthy and discreet with sensitive client and business information Comfortable with tools like Google Workspace, Slack, Zoom, and a project management platform ([Asana/Notion/ClickUp]); familiarity with invoicing/bookkeeping and payroll tools ([QuickBooks, Wave, Gusto]) strongly preferred

I am looking for a sharp, highly organized, US-based Executive Assistant or Project Manager for a short-term project to fully manage the logistics of a residential move in San Francisco. This is a completely hands-off project for me. You will be responsible for the entire timeline, vendor procurement, and administrative troubleshooting. Key Responsibilities: - Property Management Liaison: Contact both the current and future building management companies to extract their specific moving policies, elevator reservation windows, and exact - Certificate of Insurance (COI) requirements/limits. - Vendor Sourcing & Negotiation: Source, vet, and obtain competitive, line-item quotes from at least three reputable, fully insured full-service local moving companies that can meet the buildings' COI criteria. - Logistics Coordination: Coordinate the logistics of renting plastic moving bins, scheduling utility transfers (disconnect/connect), and ensuring the selected mover submits the proper COI paperwork directly to property management without my intervention. Required Qualifications: - Must be located in the US and operate during Pacific Time business hours. Proven experience as an Executive Assistant, Operations Coordinator, or Real Estate Assistant. - Exceptional communication skills—you must be comfortable calling property managers and pressing them for clear guidelines. - Experience navigating managed building policies (COIs, freight elevator reservations) is highly preferred. How to Apply: To filter out automated proposals, please begin your cover letter with the exact phrase: "Logistics Handled." In your response, please briefly state: - Your experience dealing with commercial or residential property management companies. - Your current availability over the next 2–3 weeks to handle time-sensitive calls and emails.

I run my business remotely and wear a lot of hats, so I need someone who can take a task and run with it — organize it, chase down what's missing, and come back to me only when a decision or signature is genuinely needed. I can also use support in firming up SOPs as my business grows. I value follow-through and judgment over speed. I'll always be clear about what I need and responsive when you have questions; in return I'm looking for someone reliable, discreet, and proactive who closes loops without being reminded.

Must speak clear English. Must be visible on camera for the interview- I want to know/see who I am hiring. FIXED MILESTONE. * Possibility of longer term per week/ per hour opportunity after milestone available Location: Northern New Jersey with occasional travel to New York City Schedule: Approximately 15–25 hours per week (3 days per week with flexibility to increase). Combination of in-person and remote work as responsibilities require. About the Role Seeking a highly organized, proactive, and trustworthy Household Manager / Personal Assistant to support a busy executive. This is a long-term opportunity for someone who enjoys creating order, anticipating needs, and managing both household and administrative responsibilities. The ideal candidate is resourceful, discreet, dependable, and takes pride in making life run smoothly without requiring constant direction. This position blends household management with executive personal assistance and requires both in-person and remote support. Primary Responsibilities Household Management Maintain an organized, clean, and well-functioning home. Laundry, folding, steaming, and wardrobe organization. Change linens and towels. Kitchen organization and light meal preparation as needed. Pantry, refrigerator, and household inventory management. Receive deliveries and organize packages. Coordinate dry cleaning. Schedule and oversee home maintenance and service providers. Organize closets, storage areas, and household systems. Personal Assistance Grocery shopping and household errands. Returns, exchanges, shipping, and mailing. Appointment scheduling and calendar support. Travel preparation, packing, and unpacking assistance. Gift purchasing and special occasion planning. Research products and services as requested. Maintain shopping lists and household supplies. Executive Support Administrative support both remotely and in person. Document preparation and organization. Vendor coordination. Event and meeting preparation. Travel logistics. Project coordination and follow-up. Additional personal or business support as assigned. Pet Care Assist with care for two friendly dogs. Walking as needed. Feeding and fresh water. Scheduling grooming or veterinary appointments. Maintain pet supply inventory. Entertaining Grocery shopping . Coordinate deliveries. Ideal Candidate The successful candidate will: Be exceptionally organized and detail-oriented. Exercise sound judgment and discretion. Be proactive rather than reactive. Anticipate needs without constant supervision. Enjoy creating efficient systems. Be comfortable managing multiple priorities. Have excellent communication skills. Be reliable, punctual, and flexible. Be comfortable working independently. Be comfortable with both in-person and remote responsibilities. Have reliable transportation. Be comfortable around dogs. Preferred Experience Personal Assistant Executive Assistant Household Manager Estate or Household Staff Concierge or Luxury Hospitality Office Administration Event Coordination Equivalent experience will also be considered. What Success Looks Like This role is ideal for someone who enjoys taking ownership of their work and finds satisfaction in creating a well-managed, organized environment. Rather than waiting for instructions, the successful candidate notices what needs attention, communicates effectively, and helps reduce the day-to-day demands of a busy executive's personal and professional life. This is intended to be a long-term working relationship built on professionalism, trust, reliability, and mutual respect.

About the Role I'm a full-time systems engineer and entrepreneur running multiple active businesses, a growing content brand, and personal operations simultaneously. I had a general VA before the role didn't stick because it lacked structure and real ownership. I'm not looking for a task-taker. I need a proactive operator who thinks ahead, builds systems, and executes without hand-holding. This is a high-trust, high-ownership role. If you thrive in chaos and bring order to it this is for you. Core Responsibilities 1. Notion Systems Management (MANDATORY) Managing workspace, dashboards, and project trackers Building and maintaining execution systems, SOPs, and checklists Time-blocking calendar and running weekly reviews Turning raw ideas into structured action plans Examples: CRM pipelines, content calendars, accountability systems 2. Executive Assistant / Personal Operations Calendar management · deadline tracking · travel coordination · inbox organization · vendor communication · research · follow-up management · appointment scheduling · briefing doc creation. 3. Content Operations / Social Media Support Organize content ideas · manage the content calendar · repurpose content across platforms · draft captions · research trends · coordinate posting workflows · manage brand assets. Platforms: Instagram · TikTok · X/Twitter · LinkedIn Youtube Shorts Canva, CapCut, basic video editing. 4. Media / Camera Coordination (Bonus) Experience helping coordinate shoots, creating shot lists, organizing filming schedules, or working with videographers is a big plus. If you have personal production skills, mention them. --- Required Skills - Advanced Notion (must demonstrate proficiency) - Executive assistant or operations experience - Strong written English and communication - Calendar and project management - Social media workflow understanding - Detail-oriented with strong follow-through - Problem-solving mindset Bonus: Canva · CapCut · Video editing · Content strategy · Stan · AI tools (ChatGPT, Claude, etc.) --- Ideal Candidate You are highly organized, sharp, and self-directed. You take ownership and bring order to chaos. You communicate proactively, flag issues early, and execute without being micromanaged. You've supported a busy entrepreneur or executive before — that experience is a major plus. You're available during Central Time (GMT-6) business hours. This is a long-term working partnership, not a gap fill.

I'm the CEO of two growing businesses—National Apartment Flooring and Golf Fit—and I'm looking for a highly organized Executive Operations Coordinator to help me improve accountability, execution, and follow-through. This is not a traditional virtual assistant role. Your primary responsibility will be helping to ensure that commitments made in meetings are actually completed. Responsibilities Prepare meeting agendas Attend leadership meetings and document decisions Create and maintain action-item trackers Follow up with team members on commitments and deadlines Gather KPI reports and build executive dashboards Track strategic initiatives and project timelines Prepare weekly executive summaries Ideal Candidate Strong project management skills Excellent written communication Comfortable holding managers accountable Experienced supporting executives, founders, or leadership teams Highly organized and proactive To Apply Please answer the following: Describe a system you've built to track projects, action items, or executive priorities. What tools do you use for project management and accountability? In 3-5 bullet points, explain how you would help a CEO who struggles with follow-through after meetings. Applications without responses to these questions will not be considered. This role starts at 10-15 hours per week with potential for long-term growth.

Part-time Executive Assistant (10 hrs/week) for a Chicago-based media consulting company — mostly remote with occasional in-person days on set. Handle scheduling, travel coordination, and general admin. Must be based in Chicago, organized, and a strong communicator. Pays $15/hr remote, $25/hr in-person.