Executive Assistant & Business Operations Coordinator

HireSava; United States; Remote; USD 34,000 - 55,000; Part time

Job summary

Unknown is seeking an experienced Executive Assistant and Business Operations Coordinator to support the founder, manage calendars, emails, and project trackers in a fully remote, part-time role.

You'll coordinate client records, scheduling, recruitment, bookkeeping with Xero, and help implement SOPs as the company scales.

Qualifications

• Minimum 3 years in executive assistance or operations coordination.
• Experience supporting a founder or small business owner.
• Strong written and spoken English; high attention to detail.

Responsibilities

• Manage founder's calendar, emails, tasks and reminders.
• Coordinate client records, cleaning schedules and operations.
• Assist with Xero bookkeeping, invoices and expenses.
• Write and publish recruitment adverts; screen candidates.
• Help develop SOPs and implement process improvements.

Skills

Executive assistance

Operations coordination

Organisational skills

Tools

Google Workspace

Microsoft Excel

Xero

Job description

We are a growing London-based commercial cleaning company seeking an experienced, highly organised and proactive Executive Assistant & Business Operations Coordinator.

You will work directly with our founder, supporting the day-to‑day running of the business, managing administrative responsibilities and helping establish efficient systems as we grow.

This is not a basic virtual assistant role.

We are looking for someone with previous experience supporting business owners or coordinating business operations, who is confident taking ownership, solving problems and managing several responsibilities independently.

As we operate in a growing startup environment, adaptability, initiative and excellent organisational skills are essential.

Key Responsibilities

Executive Assistance & Administration

• Manage the founder's calendar, meetings, appointments and daily reminders.
• Organise emails, follow-ups, documents and outstanding tasks.
• Maintain administrative trackers and ensure important deadlines are met.
• Help prioritise workloads and organise the founder's day.
• Anticipate administrative needs and proactively follow up on outstanding matters.

Business Operations & Account Management

• Monitor cleaner schedules, attendance and clock‑in/out records using Connecteam.
• Check cleaning completion records and site lock‑up confirmations.
• Follow up on lateness, absence and scheduling issues.
• Assist with arranging cleaner cover and operational changes.
• Maintain cleaning schedules, client records and operational documents.
• Communicate professionally with our clients, cleaners and suppliers.
• Assist with client feedback, routine account management and service issues.

Bookkeeping & Financial Administration

• Assist with Xero bookkeeping, invoices and expenses.
• Prepare and send approved client invoices.
• Maintain accurate records of payments, subscriptions and business expenses.
• Prepare cleaner timesheets and payment summaries for director approval.
• Follow up on outstanding client payments.
• Prepare monthly financial and profitability reports for management review.

Recruitment & Staffing

• Write and publish recruitment advertisements.
• Source, contact and screen cleaning candidates.
• Arrange interviews and maintain recruitment records.
• Assist with cleaner onboarding and required documentation.
• Help maintain a reliable database of available cleaning contractors.

Business Support & Process Improvement

• Help create and maintain standard operating procedures (SOPs).
• Identify opportunities to improve efficiency and automate repetitive administrative tasks.
• Coordinate administrative tasks across different business activities.
• Support the implementation of new systems, procedures and operational improvements.

Please note: These responsibilities are not exhaustive. As a growing business, our needs will continue to evolve. We are looking for someone with a versatile skill set, strong prior experience and the flexibility to take on additional responsibilities as required.

Ideal Experience & Requirements

• Minimum 3 years of relevant experience in executive assistance, operations coordination or business administration.
• Previous experience supporting a founder, director or small business owner.
• Excellent written and spoken English.
• Strong organisational skills, attention to detail and professional judgement.
• Experience with Google Workspace, Microsoft Excel and digital business systems.
• Previous recruitment and candidate‑screening experience.
• Experience in bookkeeping, invoicing and Xero is highly desirable.
• Experience in cleaning, facilities management, property management, hospitality or other service-based industries is advantageous.
• Comfortable working independently with minimal supervision.
• A university degree is not required. We value experience, reliability and demonstrated ability over formal qualifications.

Who We're Looking For:

We are particularly interested in someone who can:

• Take ownership of tasks without constant reminders.
• Investigate problems and recommend sensible solutions.
• Work confidently with confidential business information.
• Communicate professionally with clients and contractors.
• Adapt to changing priorities in a growing company.
• Recognise what needs doing and take initiative.
• Remain calm, organised and dependable under pressure.

Working Arrangements

• Location: Fully remote
• Employment: Part‑time initially
• Hours: Approximately 12–15 hours per week, spread across three working days.
• Timezone: Must be available during agreed UK business hours.
• Trial: Initial trial, with the opportunity for increased hours, responsibilities and remuneration based on performance and business requirements.

Recruitment Process

Shortlisted candidates will complete practical assessments designed to evaluate their organisational skills, problem‑solving, communication, recruitment experience and financial administration capabilities.

We are looking for genuine professional experience and the ability to make sound decisions independently.

Applications will be reviewed based on relevant experience, communication, initiative and suitability for our growing business.