Executive Assistant and Operations Coordinator

El Salvador
Full Time
Experienced

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

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