Executive Assistant and Operations Coordinator

We’re looking for a proactive, highly organized Executive Assistant and Operations Coordinator to directly support our CEO and broader team. You’ll manage scheduling, communications, systems, and research — building the operational backbone that enables Elayne to scale.

Success in this role means balancing a love of structure and organization with the flexibility and creativity needed to thrive in a dynamic startup environment. You’ll have the opportunity to meaningfully impact the company's growth while partnering closely with leadership.

Key Responsibilities:

Executive Support: Manage the CEO’s calendar, email, communications, and administrative tasks with precision and professionalism.

Operational Systems: Build, organize, and maintain internal systems in Google Workspace and Notion to streamline operations as we scale.

Project Management: Track projects, deadlines, and deliverables, ensuring the team stays aligned and accountable.

CRM Management: Maintain HubSpot CRM accuracy, flag important follow-ups, and support light sales operations.

Process Optimization: Create, document, and refine workflows that drive efficiency across the team.

Research & Special Projects: Conduct research, summarize findings, and assist with strategic projects and light data analysis.

Communication Coordination: Support internal and external communications with clarity, discretion, and a warm, professional tone.

Knowledge Management: Maintain internal wikis, onboarding materials, and team documentation.

Technical Skills:

Required:

Google Workspace (Drive, Docs, Sheets, Slides) — expert organization and document creation

Notion — task management, internal wiki upkeep

HubSpot CRM — light management and maintenance

Gmail, Google Calendar, Slack — executive email and calendar support

AI Tools (ChatGPT, AI Notetakers) — use for research, writing, and task automation

Bonus Skills:

Light design skills (Canva, basic Figma)

Light data reporting (summarizing findings into memos, decks)

Advanced internet research and synthesis

Soft Skills:

High attention to detail and organizational excellence

Proactive problem-solver with a solutions-first mindset

Adaptability and calmness in a fast-changing environment

Strong, professional written and verbal communication

Discretion and trustworthiness with confidential information

Ownership mentality and resourcefulness — acts like a partner, not just a task-taker

Emotional intelligence and teamwork

Nice-to-Have:

Growth mindset and openness to feedback

Creativity in improving workflows and operations

Passion for our mission in family financial wellness and estate management