Executive Assistant – Business Operations

We are seeking a highly organized, proactive, and detail-driven Business Manager / Business Coordinator to support the operational, client, sales, and marketing functions of a growing business. This role works closely with leadership, clients, coaches, facilitators, and external vendors in a fast-paced, dynamic environment.

The ideal candidate is a self-starter with strong program management and administrative skills, excellent communication, and a solid understanding of how technology supports business operations. This person thrives on structure, follow-through, and continuous process improvement while remaining flexible and solution-oriented.

• Manage day-to-day account coordination and relationship support with clients and partners

• Coordinate communication with coaches, facilitators, and external vendors

• Provide end-to-end client support across projects, workshops, and leadership programs

• Handle client correspondence, follow-ups, and post-engagement communication

• Provide logistical and operational support for workshops, programs, and events

• Coordinate contracts, Statements of Work (SOWs), and related documentation

• Route and coordinate incoming sales and client inquiries

• Manage and maintain CRM systems (HubSpot and/or GoHighLevel) to track leads, opportunities, contacts, and engagement status

• Ensure accurate CRM data entry, segmentation, tagging, and reporting

• Support sales processes through follow-ups, pipeline tracking, and reporting

• Analyze client assessment and engagement data to identify insights and trends

• Assist leadership with pipeline visibility, forecasting support, and sales follow-through

• Schedule and create visuals for social media posts, newsletters, and campaigns (templates provided)

• Update website content and backend elements as needed

• Coordinate the design and production of presentations, templates, and marketing collateral

• Support campaign execution, tracking, and performance reporting

• Bonus: Assist with basic landing page creation, forms, and system integrations

• Coordinate with bookkeeping on SOWs, invoices, and payments

• Provide program management support for product and program design and delivery for key clients

• Create, document, and maintain standardized processes for service delivery

• Build and format high-quality PowerPoint decks, templates, and executive-ready materials

• Manage multiple platforms and vendors used for leadership assessments and program delivery

• Maintain subscriptions, permissions, and access across business tools and platforms

• Coordinate meetings, calendars, agendas, and follow-ups

• Streamline communication and collaboration across clients and coaches

• Implement and maintain document management systems (OneDrive, Google Drive, SharePoint)

• Support ad-hoc projects to ensure smooth day-to-day business operations

• CRM experience required; HubSpot and/or GoHighLevel strongly preferred

• Tech-savvy with hands-on experience using:

  • Microsoft Office 365 (Excel, PowerPoint, Outlook)

  • Google Workspace (Docs, Sheets, Drive)

  • CRM systems (contact management, pipelines, workflows, sequences)

  • DocuSign or similar e-signature platforms

• Comfortable working in cloud-based technology environments

• Clear, professional written and verbal communication skills

• Experience supporting sales and marketing initiatives

• Familiarity with social media coordination and campaign support

• Basic understanding of website backends and landing page creation, including:

  • WordPress content updates and backend support

  • Basic landing page structure, forms, and integrations

• Strong critical analysis and foundational business intelligence skills, including interpreting data such as website traffic via Google Analytics