Executive Assistant & Operations Specialist

Executive Assistant & Operations Specialist (Senior Living & Care)

TypeFull-Time Remote Contractor (40 hours/week)

LocationRemote (South Africa)

Work ScheduleStandard US Eastern Time Alignment (EST)

About the Business

We are looking for a sharp, proactive Executive Assistant & Operations Specialist to serve as the operational backbone for our two co-founders, taking over day-to-day administration and ensuring zero details drop.

About the Role

This is a hybrid seat bridging Executive Administrative Support, Data Operations, and Process Improvement. Your primary mission is to remove administrative drag from our founders so they can focus on high-value partner relationships and business growth.

You will manage data entry, coordinate referral workflows between families and senior living communities, handle inbox triage, schedule meetings, and help build out standard operating procedures (SOPs).

We are actively building and optimizing our systems—meaning this is not a rigid, plug-and-play administrative role. We need someone ops-minded who is excited to help build the structure, improve CRM hygiene, and thrive in a growing environment.

Key Responsibilities

1. Executive & Founder Support

• Inbox & Communication Triage: Manage incoming emails, draft professional responses, and handle business correspondence for the co-founders.

• Calendar & Meeting Scheduling: Coordinate complex scheduling for meetings with families, senior living directors, professional referral partners, and internal strategy calls.

• Personal & Executive Admin: Assist founders with light personal administrative tasks (~20–30% of the role) and general operational errands to keep their focus on core business drivers.

2. Referral Workflow Management & Data Operations

• Pipeline Tracking: Track and process incoming senior living referrals from initial intake through community placement.

• Information Gathering & Updating: Collect detailed facility data, contact details, rates, and availability from senior living communities and input them into our CRM promptly.

• Community Notifications: Draft and send initial introduction packages to target senior communities to prep for client tours and visits.

• CRM Hygiene: Maintain immaculate, real-time records in our CRM, ensuring client notes, status updates, and partner contact information are accurate and up-to-date.

3. Process Optimization & System Building

• Workflow Development: Work alongside our fractional operations/CFO team to test, refine, and document new administrative workflows and AI-driven CRM automations.

• SOP Documentation: Draft standard operating procedures (SOPs) for daily tasks to ensure operational consistency across the business.

• Autonomous Problem Solving: Proactively identify bottlenecks in data flow or client handoffs and propose practical solutions.

Qualifications & Requirements

• Experience: 3+ years in Executive Assistance, Operations Coordination, or Senior Administrative Support within high-touch services (healthcare, real estate, professional services, or senior care experience is a plus).

• Native-Level English: Exceptional verbal and written English communication skills. You will represent our founders when communicating with families, community executives, and industry partners.

• Ops-Minded & Adaptable: Comfortable joining a growing business where systems are actively being built and refined. You are excited by iteration rather than needing a fully rigid process on day one.

• Autonomous Decision-Maker: Self-directed, highly organized, and confident taking ownership of tasks with minimal hand-holding.

• Tech & CRM Savvy: Strong familiarity with modern CRM platforms, Google Workspace/MS Office, and a quick learner with AI-assisted administrative tools.

• Time Zone & Setup: Ability to work full overlapping business hours with US Eastern Standard Time (EST). High-speed internet, power backup, and a quiet home office setup required.