[Hiring] Executive Assistant/Operations Coordinator @Teamswell

Role Description

We are currently looking for a part-time Executive Assistant and Operations Coordinator to work directly with the founder of a U.S.-focused lead generation and inbound call company serving home services businesses and insurance agencies across the United States. This is not a traditional calendar-and-inbox support role. The primary responsibility is to manage the founder’s open-loop list, ensuring that every commitment, contract, payment, approval, and follow-up is tracked through completion. The ideal candidate is someone who takes ownership of outcomes, anticipates next steps, follows through without constant reminders, and ensures that important tasks never fall through the cracks.

In Teamswell every team member has an instrumental role and impact on the success of our business and our clients’ success, so we seek to have highly motivated individuals who thrive in a fast-paced work environment, who are intelligent, eager to work hard, reliable, and able to communicate effectively with all levels of an organization. The Executive Assistant and Operations Coordinator will possess the skills and experience required, as well as a positive attitude and ability to solve complex problems and work in a fast-paced and rapidly changing environment. We value people who are good communicators, quick learners, scrappy about finding creative solutions to problems, and conscious of their work quality. We expect all our team members to deliver excellence in both technical expertise as well as in their everyday relationships with their team.

Responsibilities

• Executive Support & Follow-Through: Manage the founder’s priorities, track open tasks and commitments, coordinate meetings, prepare briefs, and ensure important follow-ups are completed on time.
• Financial & Administrative Operations: Prepare invoices, follow up on outstanding payments, track expenses, support monthly reconciliations, and coordinate with accountants and vendors across multiple countries.
• Contracts & Documentation: Manage contract templates, coordinate reviews and signatures, maintain records, and track agreements through completion.
• Client, Vendor & CRM Coordination: Follow up with clients and business partners, maintain accurate CRM records, coordinate vendors, and support recruitment activities as needed.
• Research & Process Improvement: Conduct research, assist with travel arrangements, identify workflow improvements, and use AI tools to automate repetitive tasks and improve efficiency.

Qualifications

• Proven experience as an Executive Assistant, Operations Coordinator, or in a similar role supporting leadership.
• Excellent organizational and prioritization skills, with the ability to manage multiple tasks and bring them to completion independently.
• Strong follow-through, proactive communication, sound judgment, and attention to detail.
• Experience with administrative finance tasks such as invoicing, payment tracking, and expense management.
• Comfortable using CRM platforms, productivity tools, and AI tools in daily workflows.
• Advanced English communication skills, both written and verbal.
• Reliable internet, a suitable computer, and a quiet, professional remote workspace.
• Ability to commit to 20 hours per week, including the required morning availability in U.S. Central Time.
• Preferred Qualifications: Experience with contracts, international vendors, sales operations, customer success, or business development support.