Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator

Remote | Full-Time

 

Levanta Labs is an AI, data engineering, and software development partner for high-growth B2B companies. We design, build, and deploy custom software systems, AI workflows, internal tools, infrastructure, and data platforms that drive measurable operational and financial impact.

 

The Executive Assistant & Operations Coordinator is a hands-on admin, operations, and executive support role responsible for keeping the founders, team, people ops, communication, scheduling, and internal systems organized and moving.

 

This is not a passive admin role. You will manage calendars, inboxes, follow-ups, reminders, documents, employee admin, travel, events, logistics, and other high-leverage tasks that save leadership time and keep the company running smoothly.

 

The ideal candidate is extremely organized, fast-moving, resourceful, detail-oriented, warm, reliable, and comfortable using AI to move faster. You should be strong with Google Workspace, email, Slack, WhatsApp, and able to learn new tools quickly. This role is for someone who gets things done, keeps people organized, and makes the company feel more buttoned-up, not someone who waits around, overcomplicates simple tasks, needs constant reminders, or lets things slip.

 

Your main objective is simple: keep the founders, team, admin, and internal operations organized, moving, and under control.

 

Roles & Responsibilities

• Manage founder calendars, scheduling, appointments, reservations, reminders, deadlines, follow-ups, and open tasks
• Triage emails, Slack, WhatsApp, and inbound requests; draft replies, flag urgent items, and make sure nothing important slips
• Help Levanta manage key relationships through reminders, gifts, thank-you notes, check-ins, milestones, and follow-up tracking
• Support people ops admin, including onboarding, offboarding, employee documents, tool access, vacation requests, resource requests, and internal records
• Book flights, hotels, events, conferences, dinners, transportation, tickets, itineraries, and other logistics for team members
• Create and update Google Docs, Sheets, Slides, trackers, templates, SOPs, internal updates, and end-of-week reports as needed
• Support CRM, Asana, QuickBooks, folders, internal systems, task tracking, reminders, and recurring admin processes as needed
• Handle light finance admin as needed, such as organizing receipts and expenses and keeping records tidy in Spreadsheets/QuickBooks
• Use AI tools like ChatGPT and Claude to draft, summarize, research, organize, automate, and speed up admin work
• Jump into random but important operational tasks, figure them out, and get them handled

 

What You Offer (Requirements)

• 1-3+ years of experience in executive support, admin, operations, people ops, founder support, or a similar role
• Extremely organized, detail-oriented, responsive, and able to manage many moving pieces at once
• Strong written and verbal communication skills
• Warm, kind, personable, professional, and reliable
• Resourceful problem solver who can execute without constant hand-holding
• Strong Google Workspace skills across Gmail, Calendar, Docs, Sheets, Slides, Drive, and Forms
• Comfortable using Slack, WhatsApp, email, Asana, CRMs, and other admin systems
• Comfortable using AI tools like ChatGPT, Claude, or similar tools to increase speed and output
• Strong judgment around what is urgent, what can wait, and what needs to be escalated
• Comfortable handling confidential information with discretion
• High agency, high ownership, and strong follow-through

 

Nice to Have

• Experience supporting founders, executives, or senior leadership
• Experience in a startup, agency, consulting firm, software company, AI company, or fast-growing business
• Experience with payroll, invoicing, AR/AP, onboarding, offboarding, HR admin, travel booking, event logistics, or executive support
• Experience with HubSpot, Asana, QuickBooks, Xero, Stripe, Wagepoint, Gusto, Notion, or similar tools
• Experience using AI to draft emails, summarize information, build SOPs, organize documents, research vendors, or automate admin workflows

 

Tools & Stack

Google Workspace, Slack, WhatsApp, Loom, Asana, CRM, QuickBooks, Calendly, ChatGPT, Claude, and other internal tools as needed

 

You do not need experience with every tool. You do need to learn tools quickly and use them to produce clean, reliable work.

 

What Success Looks Like

• Founders are more organized and can confidently hand off administrative tasks
• Emails, reminders, follow-ups, calendars, meetings, and logistics are handled cleanly
• Receipts and expenses are organized and logged in QuickBooks
• Employee onboarding, offboarding, tool access, documents, and internal records are clean
• Internal docs, trackers, SOPs, weekly updates, and recurring admin systems are clear and useful
• The company feels more organized, responsive, and buttoned-up because of your work

 

What We Offer

• Fully remote role (Canada, core hours 9am–6pm EST)
• Work directly with the founders of a fast-growing company
• High ownership and direct impact on company operations
• Exposure to sales, people ops, operations, and leadership
• Opportunity to help build the internal operating system of Levanta Labs
• Professional development resources
• Performance bonuses tied to outcomes
• Clear growth path with increasing ownership and responsibility, including into a broader operations, people ops, or executive operations role
• Gym membership stipend
• Flexible paid time off
• Direct collaboration with founders and the team

 

Work Environment

Levanta Labs is a remote-first company built for high performance, speed, ownership, and clear communication. We collaborate through Slack, Asana, Google Workspace, Loom, WhatsApp, and regular team check-ins.

 

This is a high-accountability environment. The right person will enjoy moving quickly, solving problems, organizing chaos, taking ownership, and helping our team operate more effectively.

 

Equal Opportunity

Levanta Labs is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all team members. All qualified applicants will receive consideration without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, disability, or veteran status.