[Hiring] Executive Assistant, Sales & Operations Coordinator @Executive Functions, Inc

Role Description

We are seeking a highly organized, proactive, and dependable Executive Assistant, Sales & Operations Coordinator to support the Founder/CEO and leadership team across EF Coaching Academy (EFCA) and EF Specialists (EFS). This role works as an extension of the Founder and moves between two areas: sales coordination and executive support for the Founder, and recurring operations work shared with the Director of Operations.

The top priority of this role is revenue generation. Scheduling prospective clients for discovery and consultation calls with the Founder is one of the organization’s biggest revenue drivers. Therefore, booking and managing the Founder’s calendar for these calls comes first, supporting both:

• EFCA: Educators and professionals interested in becoming executive function coaches
• EFS: Parents and individuals seeking executive function coaching services

When priorities compete, call setting takes precedence. The Founder will help reprioritize other responsibilities as needed.

The ideal candidate is a polished, responsive communicator who enjoys working in a fast-moving, service-oriented environment. This individual will manage multiple priorities, meet deadlines, follow through consistently, and handle confidential information with discretion. Because this is an evolving role, responsibilities may shift as the organization grows and business needs change, including how work is divided with the Founder’s Administrative Assistant.

Key Responsibilities

• Sales Coordination & Call Setting (Top Priority)
  • Respond to new EFCA and EFS leads and applicants as quickly as possible, ideally the same day, while their interest is highest.
  • Book discovery and consultation calls on the Founder’s calendar, aiming for the same or next business day, and schedule follow-up calls, since many enrollments close over two or three conversations.
  • On Thursdays and Fridays, prioritize filling the Founder’s Monday calendar (and Tuesday where possible).
  • Use weekend coverage hours to reply to leads that arrive over the weekend and book them for the coming week.
  • Manage lead communication and records in the CRM (HighLevel) for both EFCA and EFS, keeping lead information accurate and follow-up timely.
  • Coordinate lead coverage and handoffs with the Founder’s Administrative Assistant across time zones, and cover their sales and scheduling work when they are out.
• Executive & Administrative Support
  • Manage the CEO’s calendar, meetings, appointments, and follow-ups.
  • Prepare meeting materials and track action items and deadlines.
  • Draft and proofread emails, documents, and communications.
  • Maintain organized digital files, records, spreadsheets, and trackers.
  • Coordinate projects and administrative tasks from start to completion.
  • Conduct research and assist with special projects.
  • Turn incoming requests into a clear plan: date each task, break projects into subtasks with deadlines, and flag anything that must happen the same day as urgent.
  • Bring decisions to the Founder in a ready-to-answer format, such as yes or no, with a stated default and deadline.
  • Close the loop: when an issue the Founder raised is resolved, confirm that it is done and how it was checked.
• Communication & Operations
  • Communicate professionally with staff, clients, families, vendors, and partners.
  • Coordinate information and follow up on outstanding requests.
  • Clear every communication channel (email, Slack, text, and WhatsApp) each workday.
  • Serve as a reliable point of coordination across leadership, staff, prospective clients, current clients, and families.
  • Assist with client and employee onboarding and scheduling, documentation, and related follow-up.
  • Take ownership of recurring, deadline-driven operations tasks such as payroll, time tracking, billing, and HR administration.
  • Assist with business and insurance compliance and related documentation.
  • Follow company privacy and data-security practices for confidential information and remote work.
  • Maintain accurate information across company systems, calendars, CRM/database tools, spreadsheets, and operational trackers.
  • Assist with other duties as needed to support the organization.

Qualifications

• Associate’s or Bachelor’s degree preferred, or an equivalent combination of relevant education and professional experience.
• 2+ years of experience in executive support, administrative coordination, sales coordination, client services, operations, or a similar role preferred.
• Strong organizational, communication, and time-management skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities and work independently.
• Professional, dependable, resourceful, and responsive.
• Technologically confident and comfortable learning and working across multiple platforms.
• Proficiency with Google Workspace, Microsoft Office, or similar tools.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Experience supporting an executive or founder and working with remote teams is strongly preferred.

Requirements

• Strong sense of urgency and ability to reprioritize quickly when business needs change.
• Organized, dependable, resourceful, and collaborative.
• Comfortable balancing executive support with client-facing, sales-coordination, and operations responsibilities.
• Care about the impact executive function coaching has on students, families, and professionals.

Hours & Schedule

This is a full-time, hourly position of approximately 35–37 hours per week. The standard weekday schedule is Monday–Friday, 9:00 AM–1:00 PM and 2:00–5:00 PM Eastern Time, with a one-hour lunch break from 1:00–2:00 PM Eastern, for a total of 35 weekday hours.

The role also includes up to one hour on Saturday and one hour on Sunday to respond to leads that arrive over the weekend and book calls for the coming week.

Success in this role requires dependable weekday coverage, prompt communication, and timely follow-through. Flexibility is supported, but the employee must remain responsive during agreed-upon working and coverage hours.