Proactive Executive Assistant & Operations Coordinator for Small Business

I’m looking for a proactive, highly organized Executive Assistant + Operations Coordinator to help me plan ahead, stay focused, and move ideas and projects forward.

I’m a creative small-business owner with ADHD and lots of ideas. I’m very good at generating ideas and creating the vision, but I need support turning those ideas into actionable plans, keeping track of what happens next, following through on priorities, and getting things off my plate.

This is **not a traditional virtual assistant role where I will provide you with a task list each day.** I need someone who can help create and manage the task list with me.

What I Need Most

I’m looking for someone who naturally thinks ahead and can take a conversation, idea, or voice note and help turn it into:

* Clear priorities
* A project plan
* Actionable next steps
* Deadlines
* Tasks that you can own
* Tasks that can be delegated
* Decisions or information you need from me

I need someone who can help me see what needs my attention **today** without overwhelming me with everything happening in the business.

We will have regular planning meetings where we review upcoming events, current projects, new ideas, deadlines, and priorities. I want you to leave those meetings knowing what needs to happen next and help make sure it happens.

### Planning & Project Management

You will help me:

* Maintain a clear 30/60/90-day view of the business
* Keep upcoming events, projects and deadlines visible
* Turn ideas into organized projects
* Break large projects into manageable next steps
* Maintain an idea parking lot for things we don’t need to pursue yet
* Help me determine what should happen now, later, or perhaps not at all
* Keep projects moving after the initial excitement wears off
* Follow up with me when I’m the bottleneck
* Bring unfinished or forgotten projects back to my attention
* Anticipate what needs to happen before something becomes urgent
* Create repeatable systems, checklists and processes

Events & Marketing

Events and classes are an important part of my business, so I need someone who can look ahead and make sure we are prepared.

You may help:

* Maintain our event and marketing calendars
* Work backward from events to establish deadlines
* Make sure events are created and promoted on time
* Identify events that need additional promotion
* Coordinate email and social media timelines
* Coordinate with a graphic designer and make sure graphics are requested well before they are needed
* Keep track of marketing and content ideas
* Help organize outreach to potential partners and community organizations
* Track basic event and marketing results

You will not necessarily personally execute every administrative or design task. Part of your role will be determining what needs to happen, making sure it has an owner, and following through until it is completed.

Organization & Operations

As you learn the business, I want you to help create systems that make it easier to run.

This may include organizing information, maintaining our project-management system, documenting recurring processes, creating SOPs and checklists, coordinating with other contractors, researching options before decisions need to be made, and identifying things that can be delegated or simplified.

The Right Person

You may be a great fit if you:

* Naturally think several steps ahead
* Enjoy creating order from lots of ideas and moving pieces
* Take ownership instead of waiting to be told every next step
* Are comfortable following up, including following up with me
* Ask thoughtful questions
* Notice loose ends
* Enjoy finishing things
* Can distinguish between urgent and important
* Are comfortable working with a creative entrepreneur who thinks out loud
* Can respectfully say, “That’s a great idea, but where does it fit with the things we’ve already committed to?”
* Can take initiative while also knowing when a decision needs to come back to me
*Experience with the wellness industry preferred but not required

Excellent English comprehension and communication are essential. English does not need to be your first language, but I need to be able to speak naturally and conversationally and trust that you understand what I mean.

Significant overlap with U.S. Central Time business hours is also important because I want this to be a collaborative working relationship.

Experience supporting an entrepreneur, small-business owner, or someone with ADHD would be particularly valuable.

This will begin as an ongoing part-time position of approximately **5–8 hours per week**, with the possibility of growing over time.

I’m looking for a long-term working relationship with someone who can become a trusted part of the business.

Ultimately, I’m not simply looking for someone to help me complete tasks.

**I’m looking for someone who helps me move forward.**