Executive Assistant to the CEO / Operations Support Coordinator -Kingston, Jamaica
RemoteJamaica, New York, United States
Job Summary
Review and refine documents, reports, and updates before they reach the CEO to ensure they answer business questions with clear owners and deadlines. Prepare structured agendas and concise pre-reads highlighting key metrics, issues, and decisions required for leadership and project meetings. Take clear, structured notes during meetings, capturing decisions, owners, deadlines, and blockers, then convert discussions into action items in project tools and updated trackers. Build, maintain, and improve operating systems such as CEO Review Trackers, meeting trackers, task and project trackers, performance/experiment logs, and sales/partner tracking sheets to ensure visibility and accountability. Create, refine, and standardize SOPs, checklists, templates, and process documents for recurring workflows including onboarding, performance reviews, and campaign launches. Use AI tools to summarize long documents and meeting transcripts, draft SOPs and templates, structure messy information, and improve the clarity and quality of written communication. Coordinate follow-ups, dependencies, and deliverables across Marketing, Development, Client Success, HR, and Operations to ensure work escalated to the CEO is complete, structured, and decision-ready. Synthesize data, transcripts, and multi-source information into concise executive summaries and decision briefs that allow the CEO to act quickly with clear context, options, and implications. Perform other ad hoc tasks and special projects as assigned by the Manager or CEO.
Required Qualifications
- Bachelor's degree in Business Administration, Operations Management, Communications, Marketing, or a related field
- Minimum 5 years of experience in roles such as Executive Assistant to CEO/Founder/Senior Executive, Operations Coordinator/Online Business Manager, or Project Manager/Junior Chief of Staff in a service, tech, or marketing environment
- Proven experience working in remote, distributed teams and collaborating across multiple time zones and cultures
- Excellent written and verbal communication skills in English
- Strong ability to understand business objectives behind tasks, separate facts from assumptions, identify missing information, and challenge vague or low-quality inputs constructively
- Highly organized, self-motivated, and proactive with a proven track record of managing multiple streams of work, tracking owners and deadlines, and consistently closing loops until completion
- Ability to build, document, and maintain trackers, SOPs, checklists, and basic operating systems that improve clarity, speed, and accountability
- Proficiency with Google Workspace (Docs, Sheets, Slides, Calendar, Drive) and at least one project management tool (e.g., Trello, Asana, ClickUp, Notion, Airtable)
- Comfortable using meeting transcription tools and AI tools like ChatGPT for summarization and documentation
- Demonstrated commitment to analytical decision making, speed and agility, strategic/performance focus, continuous improvement, integrity, transparency, and thriving in challenging, fast-paced environments
- Proven ability to handle sensitive and confidential information with a high degree of discretion and professionalism
- Monday–Friday schedule, 7.5 working hours between 6 AM and 5 PM Eastern Standard Time (EST)
- Comfortable with a time-tracking tool that captures screenshots at random intervals
Desired Qualifications
- Experience in marketing agencies, SaaS/technology businesses, healthcare, or dental-related companies
- Prior experience supporting a fast-moving founder or CEO in a growth-stage or entrepreneurial environment
- Exposure to recurring services, retainers, or subscription-style businesses serving small or medium-sized clients, especially in North America
- Experience creating SOPs, checklists, playbooks, or operating rhythms (e.g., weekly reviews, scorecards, meeting cadences) that improved team execution
- Comfort working with basic dashboards, reports, and performance metrics; experience helping to design or maintain simple reporting systems
- Familiarity with CRM tools and basic pipeline tracking for leads, partners, or accounts
- Strong history of working effectively with international remote teams (e.g., Philippines, Nigeria, Pakistan, Indonesia, India, etc.) and adapting communication style across cultures
- Additional training or certifications in project management, operations, or process improvement (e.g., PMP, CAPM, Lean, Six Sigma)
- Demonstrated ability to convert long-form content—such as meeting transcripts, discovery calls, or strategy sessions—into concise, action-oriented executive briefs
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