Operations Executive Assistant (Job ID: RAQDJ1)

Insideoutva; Northern (KY); Hybrid; USD 11,000 - 14,000; Part time

Job summary

Insideoutva is hiring an Operations Executive Assistant to support a growing business consulting firm focused on delivering strategic, technical, and operational solutions. You will act as a right-hand EA and operations coordinator, helping manage client relationships, streamline workflows, and support business growth.

This role blends executive support, client coordination, and operational management, with responsibilities spanning scheduling, onboarding, contracts, CRM, dashboards, and process

Qualifications

• Experience as Executive Assistant, Operations Coordinator, or similar role.
• Experience with HubSpot, Notion, Google Workspace, or similar tools.
• Strong calendar management and scheduling experience.
• Experience supporting proposals, contracts, or documentation workflows.
• CRM experience (HubSpot or similar).
• Strong organizational and multitasking skills.
• Excellent English communication skills.

Responsibilities

• Manage calendar scheduling and meeting coordination.
• Prepare agendas and organize meeting logistics.
• Support travel planning when needed.
• Monitor inbound communication across email, LinkedIn, Slack, and more.
• Track conversations and ensure timely follow-ups.
• Coordinate networking calls, business meetings, and client discussions.
• Support proposals, NDAs, and contract workflows.
• Coordinate documentation for onboarding.
• Track contract status and assist with updates.
• Maintain CRM records in HubSpot.
• Support systems using Notion, Google Workspace, and Claude Cowork.
• Help organize dashboards and internal tracking.
• Coordinate client communications and check-ins.
• Track relationship touchpoints.
• Support customer success workflows.
• Identify workflow improvements.
• Support automation and AI-driven processes.
• Help scale operational systems.

Skills

Executive assistant experience

Calendar management

Strong English communication

Tools

HubSpot

Notion

Google Workspace

Job description

C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

Operations Executive Assistant

Job ID: RAQDJ1
Industry: Business Consulting
Location: LATAM / South Africa
Job Type: Part-Time (30 Hours per Week)
Schedule: Monday-Friday
8:30 AM - 11:30 AM & 4:30 PM - 7:30 PM EST (Flexible if needed)
Salary: $8-$10 per hour
Start Date: ASAP

Grow With a Strategic Consulting Firm

We're hiring a high-performing Operations Executive Assistant to support a growing business consulting firm focused on delivering strategic, technical, and operational solutions to clients.

This is a high-impact role where you'll act as both a right-hand Executive Assistant and Operations Coordinator, helping manage client relationships, streamline workflows, and support business growth.

If you're organized, proactive, and systems-minded, this is a fantastic opportunity to grow alongside a relationship-driven consulting business.

About the Role

This position blends executive support, client coordination, and operational management. You'll help manage communications, coordinate scheduling, support onboarding, and improve internal processes.

The ideal candidate is someone who thinks ahead, enjoys building structure, and thrives in a fast-paced consulting environment.

You won't just follow processes - you'll help improve and scale them.

Key Responsibilities

Executive Support & Calendar Management

• Manage calendar scheduling and meeting coordination.
• Prepare agendas and organize meeting logistics.
• Support travel planning when needed

Inbound Communication & Scheduling

• Monitor inbound communication across email, LinkedIn, Slack, and more.
• Track conversations and ensure timely follow-ups
• Coordinate networking calls, business meetings, and client discussions.

Client Onboarding & Contract Coordination

• Support proposals, NDAs, and contract workflows
• Coordinate documentation for onboarding.
• Track contract status and assist with updates

CRM & Process Management

• Maintain CRM records in HubSpot.
• Support systems using Notion, Google Workspace, and Claude Cowork
• Help organize dashboards and internal tracking.

Customer Success & Relationship Support

• Coordinate client communications and check-ins.
• Track relationship touchpoints
• Support customer success workflows.

Process Improvement & Operational Support

• Identify workflow improvements
• Support automation and AI-driven processes
• Help scale operational systems.

Qualifications & Skills

Must-Have

• Experience as Executive Assistant, Operations Coordinator, or similar role
• Experience with HubSpot, Notion, Google Workspace, or similar tools
• Strong calendar management and scheduling experience
• Experience supporting proposals, contracts, or documentation workflows
• CRM experience (HubSpot or similar)
• Strong organizational and multitasking skills
• Excellent English communication skills

Preferred

• Experience supporting consulting or professional services firms
• Client onboarding or customer success experience
• Familiarity with AI tools (ChatGPT, Claude, etc.)
• Experience with workflow design or process documentation
• Interest in supporting mission-driven leadership

Ideal Candidate Traits

• Highly proactive and anticipates needs
• Strong ownership and accountability
• Detail-oriented and structured
• Comfortable suggesting improvements
• Strong critical thinking and problem-solving skills
• Clear and confident communicator
• Thrives in fast-paced, tech-forward environments

Why You’ll Love This Role

• Work with a growing consulting firm.
• High-impact role with ownership and visibility
• Flexible split-shift schedule
• Opportunity to improve systems and operations
• Long-term growth potential

Ready to become the operational backbone of a growing consulting business?