Executive Assistant / Operations Coordinator (Part-Time, Remote)

About the role

Teamswell, a nearshore outsourcing company working for US companies, is looking for a part-time Executive Assistant and Operations Coordinator to work directly with the founder of a US-focused lead generation and inbound call company serving home services businesses and insurance agencies. The role is not a traditional calendar-and-inbox support position: its main purpose is to manage the founder's open-loop list so that every commitment, contract, payment, approval and follow-up is tracked through completion. It is fully remote and requires 20 hours per week, including morning availability in U.S. Central Time.

Key responsibilities

• Manage the founder's priorities, track open tasks and commitments, coordinate meetings, prepare briefs and make sure important follow-ups are done on time
• Prepare invoices, follow up on outstanding payments, track expenses, support monthly reconciliations and coordinate with accountants and vendors across multiple countries
• Manage contract templates, coordinate reviews and signatures, keep records and track agreements through completion
• Follow up with clients and business partners, maintain accurate CRM records, coordinate vendors and support recruitment activities as needed
• Conduct research, assist with travel arrangements, identify workflow improvements and use AI tools to automate repetitive tasks

Required profile

• Proven experience as an Executive Assistant, Operations Coordinator or in a similar role supporting leadership
• Strong organizational and prioritization skills, able to manage several tasks independently
• Proactive communication, sound judgment, attention to detail and reliability
• Ability to commit to 20 hours per week, including morning availability in U.S. Central Time
• Preferred: experience with contracts, international vendors, sales operations, customer success or business development support

Required skills

• Experience with administrative finance tasks such as invoicing, payment tracking and expense management
• Comfortable using CRM platforms, productivity tools and AI tools in daily workflows
• Advanced written and spoken English
• Reliable internet, a suitable computer and a quiet, professional remote workspace