Executive Assistant & Client Coordinator

Working Schedule: Monday – Friday, 8am – 5pm Eastern Standard Time

Work Arrangement: Fully Remote

Salary: $1,300 - $1,500

Employer: Software company located in Indianapolis, Indiana

Job Summary
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

1. Executive and leadership support

• 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 notes, summaries, and next steps from recorded calls.

• Over time, extend the same support to other members of the leadership team.

2. Client kickoff and project coordination

• 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.

• Get that full meeting plan on the calendar with the client and keep it on track as dates move.

• Follow up with clients after each meeting: send recaps and next steps, and chase open items, surveys, and action items until they are done.

• Take the bulk of scheduling work off our customer success lead so he can stay focused on the client relationship.

• Keep simple, accurate records of where each client is in onboarding and flag anything that is stuck.

3. Internal operations

• 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.

• Spot repeat work and suggest better ways to handle it.

• Pick up ad hoc projects as the company grows.

Requirements

• 3+ 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 our 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.

Nice to Have

• Experience at a startup or small, fast-moving company.

• Experience coordinating client onboarding or implementation projects at a software, SaaS, or IT services company.

• Familiarity with the MSP or IT services industry.

• Experience with project or ticket tracking tools (we use Linear) and meeting recording tools (we use Avoma).

Tools

• Microsoft 365 (Outlook, Teams, SharePoint)

• Claude

• Linear

• Avoma

• Company's own platform