Executive Assistant & Client Coordinator

• Working Schedule: Monday – Friday, 8am – 5pm Eastern Standard Time
• Work Arrangement: Fully Remote
• Salary: $1,300 - $1,500Employer: Software company located in Indianapolis, Indiana
• Benefits:13th Month PayHMO & Govt. Contribution Allowance on top of the salary (After a 90-day probationary period)
• Personal Time Off (After a 90-day probationary period)
• Click here to apply:https://www.careers-page.com/hirearchi/job/W38V5WRWAbout the role

You'll be the operating backbone for the company's leadership team. The largest part of the job is classic executive support: calendars, meetings, inboxes, and follow-through for the company's two co-founders. The second part is coordinating how new clients get started, so the customer success team can spend its time with clients instead of chasing calendars. You will be a working member of the team, not a task queue. You will learn how the company operates and get to know the clients.

Key responsibilities

Own the calendars for both co-founders: schedule, reschedule, protect focus time, and resolve conflicts across time zones. Coordinate meetings with clients, prospects, partners, investors, and vendors, including sending invites, confirming attendees, and sharing agendas and materials ahead of time. Triage and draft email responses, keep follow-ups from slipping, and track open action items after meetings. Prepare meeting briefs and pull together

note

s, summaries, and next steps from recorded calls. When a new client signs, run the kickoff logistics, identify the key people on the client side and on the company side, and make sure everyone knows their role. Send intake surveys and questionnaires to new clients to gather details about their company, team, and goals, then follow up until they are complete. Work with each client to map out their onboarding meeting plan: which sessions are needed, what each one covers, when it should happen, and who needs to attend. Follow up with clients after each meeting: send recaps and next steps, and chase open items, surveys, and action items until they are done. Keep simple, accurate records of where each client is in onboarding and flag anything that is stuck. Help with general internal coordination beyond calendars and email, such as tracking product activation for new clients, organizing shared files, and keeping team documentation current. About you3+ years as an executive assistant, project coordinator, operations coordinator, or similar role supporting senior leaders. Strong command of Microsoft 365, especially Outlook calendar and email, Teams, and SharePoint. Excellent written and spoken English. You will write directly to clients, who are business owners and technology leaders in the US.Highly organized, detail-oriented, and comfortable juggling many moving pieces for several people at once. Proactive. You follow up without being asked and raise problems early. Sound judgment with confidential information. Able to work consistently during US Eastern business hours. Benefits13th Month PayHMO & Govt. Contribution Allowance on top of the salary (After a 90-day probationary period)

Personal Time Off (After a 90-day probationary period)

About us

Software company located in Indianapolis, Indiana.