Executive Assistant / Operations Coordinator

We’re looking for an resourceful person to work directly with the founder across both business operations and day-to-day life. This isn’t a traditional Executive Assistant role where your job is primarily managing a calendar and taking notes. Those things will sometimes be part of it, but the bigger goal is to find someone who can be handed a problem or project, figure out what needs to happen, and get it done. One day you might be coordinating interviews, organizing a trip, or following up with a contractor. The next, you might be researching software, setting up a new process, comparing vendors, figuring out how to automate something with AI, or owning a small project from idea through completion. You don't need to already know how to do everything. You do need to be really good at figuring things out. The Role The simplest way to describe this position is: *help take things off my plate and make sure they actually get finished.* I move quickly, have a lot of things going on at once, and would like someone who can bring organization and follow-through without creating more management overhead. Sometimes I'll give you specific instructions. Other times I'll say something like: * “Can you figure out the best way to do this?” * “Research this and tell me what you recommend.” * “We need someone to handle this. Find them.” * “There has to be a way to automate this.” * “Can you just take care of this?” The goal is for you to be comfortable taking it from there. What You'll Own *Projects & Problem Solving* * Take loosely defined projects and turn them into completed outcomes. * Research unfamiliar topics and quickly get up to speed. * Compare options, costs, and tradeoffs and make a recommendation. * Coordinate with vendors, contractors, employees, and outside partners. * Follow projects through completion instead of just handing information back. * Identify things that are stuck or falling through the cracks and proactively move them forward. *Business Operations* * Help coordinate hiring, interviews, onboarding, meetings, and follow-ups. * Keep track of open items, deadlines, and things we're waiting on. * Organize documents, information, and internal processes. * Research vendors, software, services, and potential solutions. * Help implement new tools and processes. * Handle miscellaneous operational projects as they come up. *Technology & Automation* You don't need to be a developer, but you should be very comfortable with technology. * Learn new software quickly. * Be comfortable using AI heavily as a tool for research, writing, organization, and problem solving. * Look for opportunities to automate repetitive work. * Be willing to experiment with tools like ChatGPT, Claude, Zapier, Notion, spreadsheets, or whatever else solves the problem. * Be comfortable researching APIs, integrations, or technical documentation when needed. * Work with developers or other technical people when a project goes beyond what you can handle yourself. *Executive & Personal Support* * Help manage scheduling, appointments, reservations, and travel. * Coordinate home projects, contractors, purchases, returns, and other personal logistics. * Help manage email and communication where appropriate. * Make calls, schedule appointments, gather quotes, and follow up. * Handle the random things that inevitably come up when running a company and a busy life. There isn't going to be a clean line between “business” and “personal” work in this role. The goal is simply to help me spend less time coordinating things and more time on the things that actually require me. You'll Probably Enjoy This Role If... * You're the person people naturally ask when they need something figured out. * You love taking something messy and making it organized. * You're extremely resourceful and don't need a playbook for everything. * You're naturally curious and learn new things quickly. * You'd rather be given an outcome than a detailed list of instructions. * You're comfortable making reasonable decisions without asking permission every step of the way. * You notice things that need to happen before someone asks you. * You communicate clearly and concisely. * You get satisfaction from closing loops and getting things done. * You don't mind that your responsibilities might look completely different from one day to the next. This Role Probably Isn't For You If... * You need highly defined responsibilities and predictable tasks every day. * You tend to wait for detailed instructions before getting started. * You're uncomfortable making decisions when you don't have perfect information. * You enjoy organizing work more than actually finishing it. * Learning unfamiliar technology sounds frustrating rather than interesting. * You think certain tasks are “below your job title.” * You need a highly structured or corporate work environment. What We're Looking For There isn't one specific background required for this role. You might have worked in executive assistance, operations, project coordination, customer success, implementation, recruiting, office management, a startup, or something completely different. We're more interested in *how you operate than what your previous title was.* The strongest candidates will likely have: * Excellent organization and follow-through. * Strong written and verbal communication. * Good judgment and common sense. * High comfort with technology. * Strong research and problem-solving skills. * The ability to learn unfamiliar things quickly. * A track record of taking initiative without being asked. * Comfort working independently. * An unusually high level of ownership. Bonus points if you've ever built something, automated something, started a side business, taught yourself a technical skill, implemented a system at work, or otherwise have examples of seeing a problem and figuring out how to solve it. What Success Looks Like After a few months, I should be able to send you something with very little context and trust that you'll either: *1. Get it done, or* *2. Come back with the few decisions you actually need from me.* You should gradually learn how I work, what matters to me, and how I make decisions so that more and more things can happen without requiring my involvement. The ultimate measure of success is simple: *Things that used to take up my attention just start getting handled.* Pay: $45,000.00 - $60,000.00 per year Benefits: * Paid time off Application Question(s): * Why do you believe you'll be a good fit for this role? Work Location: Hybrid remote in Saint Charles, MO 63301