Executive Assistant / Operations EA (Full-Time, 30-50 hrs/week)

Focus

Administrative excellence with light project management and strong USDA grant administration. This role will also support systems and process building, and provide occasional assistance with sales operations. Minimal inbox management (uses Superhuman).

Why This Role

Our current part-time admin is transitioning to grad school, and the team is lean and growing. We're looking for a reliable, proactive Executive Assistant who can own admin operations, manage grant processes, and bring structure and systems to help leadership stay focused on strategy and cross-channel priorities.

Tools & Context

Primary Tools: Asana, Slack, Superhuman, HubSpot, Gusto (payroll), Ramp (expenses), Google Workspace.
AI: Multiple trained GPTs already in use.
Web: Migrating from GoHighLevel → Shopify in Q4 (run by tech/ops counterpart).
Go-to-Market Channels: DTC, Retail, Food Service, Bulk/Ingredient.
Manufacturing: In-house harvest and production managed by a separate ops team.

What Great Looks Like

Systems Thinker & Builder: Transforms messy inputs into streamlined processes, SOPs, templates, and workflows.

Example: converting Slack “dropbox” event follow-ups into a structured doc → prioritized task list + contacts.

Proactive, Low-Maintenance: Works independently, drives clarity, and requires minimal hand-holding.
Strong Communicator: Provides crisp weekly overviews — “what I'm doing / what's next / what needs input.”
Grant Administration Strength: Comfortable with forms, deadlines, documentation, and light compliance follow-up.
Cultural Fit: Mission-aligned, dependable, mature, and brings “quarterback” energy.

Work Hours & Location

Overlap: Must have availability during U.S. Central business hours.
Location: Open to LATAM or South Africa (Philippines considered only for senior EA profiles).
Phone Work: Minimal.
Language: Accent not important; clear communication essential.

Ideal Background

Experience: 5-8+ years as an Executive Assistant or Operations EA, with strong exposure to grants or operations administration.
Tech Fluency: Skilled with Asana, HubSpot, Slack, and modern productivity tools (Superhuman-style workflows a plus).
Systems Portfolio: Proven ability to design templates, trackers, automations, and reporting systems.
Rhythms: Experience with weekly planning, KPI tracking, and deadline management.
Sales Ops Support: Able to assist with quotes, samples, CRM updates, and reporting.
Nice-to-Have: Light marketing execution (posting Canva assets, basic CMS edits). This is not a strategist role.

Operational Executive Assistant (Remote SA ) - 44641868597

Job Type