Business Operations & Executive Support Coordinator | US hours

VirtuHire; United States; Remote; USD 45,000 - 70,000; Full time

Job summary

VirtuHire is seeking a proactive Business Operations & Executive Support Coordinator in the US to support day-to-day operations across bookkeeping services and e-commerce, including marketing, admin, basic bookkeeping, and store management.

The right candidate will wear multiple hats, take initiative, and improve processes using AI tools like ChatGPT, while building a long-term relationship with the business owner.

Qualifications

• Experience in operations, administration, executive assistance or marketing coordination.
• Knowledge of social media platforms and ability to support marketing activities.
• Regular use of ChatGPT for research, task management and workflow automation.
• Familiarity with QuickBooks and basic bookkeeping (expense capture, categorisation).
• Exposure to e-commerce platforms (Shopify, Amazon, Etsy) and willingness to learn new systems.
• Strong organisational and time-management skills; ability to manage competing priorities with minimal supervision.
• Excellent verbal and written communication; proactive and reliable.

Responsibilities

• Coordinate and support marketing activities across bookkeeping and e-commerce ventures; manage social media content.
• Organise workflows, manage schedules, track priorities and ensure tasks are completed efficiently.
• Use ChatGPT and other tech daily to improve productivity; document SOPs and promote system usage.
• Assist with day‑to‑day administration of online stores; manage listings and monitor activity.
• Capture and categorise expenses using QuickBooks and export/review data in Excel with AI support.
• Maintain organised records, conduct research and handle general administrative tasks.
• Communicate with the business owner and team; provide proactive updates and raise issues early.
• Anticipate owner needs and provide flexible support across changing priorities; potential personal admin tasks as needed.

Skills

Operations

Executive support

Marketing coordination

Social media management

ChatGPT usage

Time management

Communication

Relationship building

Proactivity

Problem solving

Tools

QuickBooks

Shopify

Amazon

Etsy

Job description

About the role

Our client in the US is looking for a proactive, resourceful and highly organised Business Operations & Executive Support Coordinator to support the day-to-day running and growth of a business spanning bookkeeping services and e-commerce. This is a varied, hands‑on role combining marketing, operational coordination, administrative support, basic bookkeeping and e-commerce management.

The ideal candidate is comfortable wearing multiple hats, taking initiative and identifying ways to improve processes without needing constant direction. They should be confident using technology and AI tools, particularly ChatGPT, to streamline workflows, organise information and work more efficiently.

This role requires someone with a strong, outgoing personality who enjoys communicating with people, building relationships and working closely with the business owner. The ability to remain calm under pressure, adapt to changing priorities and turn ideas into practical next steps is essential.

The successful candidate should be able to hit the ground running while remaining open to learning the owner's preferred ways of working. This is an opportunity for someone looking to grow with a business and build a long‑term working relationship.

Responsibilities

• Marketing & Social Media: Coordinate and support marketing activities across the bookkeeping business and associated e-commerce ventures. Manage social media content, schedule and repost content across relevant platforms, maintain an active online presence and identify opportunities to improve brand visibility and attract new clients.
• Operational Coordination: Support the day-to-day running of the business by organising workflows, managing schedules, tracking priorities and ensuring tasks are completed efficiently. Proactively identify operational gaps and implement practical solutions.
• AI & Process Improvement: Use ChatGPT and other relevant technology daily to improve productivity, research information, organise tasks, develop workflows and streamline repetitive processes. Help document and maintain standard operating procedures (SOPs) and encourage consistent use of established systems.
• E-commerce Management: Assist with the day-to‑day administration of online selling platforms, including Shopify, Amazon and Etsy. Help manage listings, coordinate updates, monitor activity and ensure the online stores run smoothly.
• Basic Bookkeeping Support: Use QuickBooks to capture and categorise expenses and transactions accurately. Assist with exporting, organising and reviewing transaction data in Excel, using AI tools where appropriate to support the existing bookkeeping processes.
• Administrative Support: Manage information, maintain organised records, assist with research, coordinate tasks and handle general administrative responsibilities as required.
• Communication & Relationship Management: Maintain regular communication with the business owner and relevant team members, provide proactive updates, raise issues early and follow through on outstanding tasks. Build a strong, trusting working relationship with the owner and help bring structure to busy or stressful periods.
• Business Support: Anticipate the owner's needs, help translate ideas into actionable tasks and provide flexible support across changing business priorities. Limited personal administrative assistance may also be required as the working relationship develops.

Requirements

• Experience in operations, business administration, executive assistance, marketing coordination or a similar multifaceted role.
• Working knowledge of social media platforms and an understanding of how to manage content, maintain an online presence and support marketing activities.
• Experience using ChatGPT regularly, with the ability to apply AI practically to research, task management, content support, process documentation and workflow automation.
• Familiarity with QuickBooks and an understanding of basic bookkeeping, particularly expense capture and transaction categorisation.
• Exposure to e-commerce platforms such as Shopify, Amazon or Etsy, with the ability and willingness to learn new systems quickly.
• Strong organisational and time-management skills, with the ability to manage competing priorities and keep tasks moving without constant supervision.
• Excellent verbal and written communication skills, with the confidence to participate in calls, ask questions, pick up the phone when needed and communicate proactively.
• A resourceful, independent and solutions‑oriented approach, with the ability to anticipate needs, take ownership and use initiative.
• A confident, resilient and adaptable personality, with the ability to work effectively with a direct, fast‑paced business owner and remain calm when priorities or pressure levels change.
• A collaborative, relationship‑focused approach and a genuine interest in building trust and contributing to a close working relationship.
• Honesty about capabilities, a willingness to ask for clarification when needed and the confidence to communicate challenges rather than allow issues to escal…
• A long‑term career mindset, with a genuine commitment to growing alongside the business and building a stable working relationship of at least three to five years.