Executive Assistant - Project Management & Operations

D2B; United States; Remote; USD 15,000 - 18,000; Full time

Job summary

D2B is seeking an Executive Assistant – Project Management & Operations to act as the Founder’s right-hand across two veterinary-focused entities. This role demands autonomous execution, proactive problem solving, and high-level coordination across multiple projects.

You'll manage administrative tasks, streamline workflows, and liaise with external partners, ensuring critical priorities progress smoothly within UK business hours.

Qualifications

• Proven senior EA/PM support to founders or CEOs.
• Strong operational follow-through across multiple projects.
• Autonomous judgment with proactive issue resolution.
• Executive-level English for UK stakeholders.
• History of productive remote work aligned to UK hours.

Responsibilities

• Coordinate tasks across two businesses and projects.
• Track deadlines and milestones; ensure timely delivery.
• Proactively follow up with internal team (6–7 members).
• Identify and fix recurring operational friction points and improve workflows.
• Offload founder workload with end-to-end administrative handling.
• Synthesize daily inputs and priorities to prevent dropped deliverables.
• Coordinate with external partners and clients representing the Founder.
• Maintain professional, polished communications with stakeholders.

Skills

Senior EA

Project Coordination

Operational Follow-Through

Autonomous Judgment

Executive English

Remote Work

Tools

ClickUp

Asana

monday.com

Trello

Google Workspace

Microsoft 365

Job description

Position : Executive Assistant - Project Management & Operations

Salary : up to £1100 per month

Working Hours: : UK business hours

Holidays : UK public holidays

Sourcing Location : South Africa/Philippines

About the Role

Our client in the UK has two growing businesses operating within the specialized veterinary sector. While they function as distinct commercial entities, they operate in closely related spaces and serve complementary client networks. Across both businesses, a collaborative team of 6-7 professionals delivers core operations, with much of the overarching administration, project steering, and operational coordination currently managed directly by the Founder.

We are seeking an experienced, intellectually sharp, and highly proactive Executive Assistant - Project Management & Operations to act as the right-hand operator to the Founder across both companies.

This is fundamentally different from a transactional Virtual Assistant role. We need an autonomous operator who exercises sound commercial judgment, anticipates bottlenecks before they surface, and takes full ownership of execution so that projects, operational work streams, and administrative commitments move forward smoothly without requiring constant founder intervention.

Key Responsibilities

Project Management & Operational Accountability

• Cross-Business Task Coordination: Oversee ongoing tasks, operational deliverables, and strategic projects across both Ronda and Precise VetPro.
• Deadline Tracking & Delivery: Track timelines, project milestones, and pending actions to ensure deliverables are completed on schedule.
• Internal Team Accountability: Proactively follow up with the internal team (6-7 team members) on agreed priorities, eliminating bottlenecks and maintaining steady execution.
• Process & Workflow Improvement: Identify recurring operational friction points and implement clearer, structured systems to organize daily workflows.

Executive & Strategic Administrative Support

• Founder Workload Offloading: Take complete ownership of high-volume administrative tasks, communication logs, and delegated actions to liberate the Founder's bandwidth.
• Information & Priority Organisation: Synthesize daily inputs, action items, and outstanding priorities to guarantee that critical deliverables are never dropped.
• Autonomous Problem Resolution: Exercise independent initiative by anticipating requirements, organizing next steps, and solving problems without waiting for detailed operational instructions.
• Stakeholder Coordination: Liaise professionally with external veterinary partners, clients, and internal contractors, representing the Founder's office with polish and clarity.

Required Skills & Experience

• Proven Senior EA / Project Coordination Experience: Demonstrated track record supporting busy business founders, directors, or senior executives across multiple projects or business entities.
• Strong Operational Follow-Through: High personal accountability with a proven ability to manage multiple moving parts, set delivery cadences, and hold colleagues accountable to deadlines.
• Autonomous Judgment: High emotional intelligence, critical thinking, and the confidence to take decisions on day-to-day administrative matters without micromanagement.
• Executive-Level English: Flawless spoken and written communication skills with natural professional polish suitable for engaging UK stakeholders and veterinary professionals.
• Remote Workspace Discipline: A proven history of productive, self-directed delivery in a remote home-office environment aligned to UK working hours.

Nice to Have

• Previous exposure to the veterinary, medical, healthcare, or related professional services sectors.
• Hands-on proficiency with modern project management ecosystems (e.g., ClickUp, Asana, monday.com, Trello) and Google Workspace / Microsoft 365.

What Success Looks Like

Within the first 90 days, the Founder's operational and administrative burden is drastically reduced. Projects across the business run on predictable cadences, internal team members are held accountable to agreed deadlines with minimal drama, and critical priorities advance autonomously each week under your proactive coordination.