Executive Assistant & Business Operations Coordinator

Responsibilities:

Executive & Business Support:

• Manage the principal's calendar, meetings, and commitments.
• Manage and triage business emails and follow up on outstanding matters.
• Draft professional correspondence, documents, and presentations.
• Coordinate vendors, contractors, and external service providers.
• Track invoices, expenses, subscriptions, and administrative requirements.
• Handle confidential business, financial, and personal information with discretion.
• Maintain task trackers and ensure deadlines are met.
• Proactively identify upcoming priorities and potential issues.

Webinar & Campaign Coordination:

• Coordinate Zoom webinars from planning through post-event follow-up.
• Manage registration, reminders, technical checks, attendance tracking, and replay distribution.
• Maintain webinar promotion calendars.
• Coordinate promotional activities across Instagram, LinkedIn, Substack, and paid advertising.
• Track registrations, attendance, clicks, and campaign performance.
• Report key campaign metrics, including cost per registrant and cost per sale.

Offer & Marketing Operations:

• Maintain a central register of products, services, prices, and payment links.
• Ensure promotional links and landing pages are accurate and up to date.
• Manage bio links, pinned content, and relevant promotional placements.
• Coordinate scheduled promotional activities and Stories.
• Apply and maintain UTM tracking where required.
• Monitor clicks, registrations, leads, and sales.

Newsletter Operations:

• Format, schedule, and publish the weekly Substack newsletter.
• Manage subscriber lists and welcome sequences.
• Monitor subscriber growth and engagement.
• Maintain the newsletter archive.
• Provide regular subscriber growth reports.

Podcast & Book Promotion:

• Research relevant podcasts and media opportunities.
• Build and maintain a podcast outreach pipeline.
• Pitch the principal to suitable podcast hosts.
• Follow up with hosts and coordinate bookings.
• Maintain records of pitches, responses, and confirmed appearances.
• Coordinate podcast interviews and promotional activities.
• Support the launch and administration of the principal's interview show in Q1 2027.

Contractor Coordination:

• Coordinate with the existing content contractor.
• Brief contractors on required assets and deadlines.
• Follow up on outstanding deliverables.
• Ensure promotional and campaign assets are completed on schedule.
• Coordinate content requirements for webinars, podcasts, and campaigns.

Travel & Personal Administration:

• Coordinate domestic and international travel arrangements
• Manage flights, hotels, itineraries, transportation, and travel documentation.
• Coordinate passport and visa applications and renewals.
• Track document expiry dates and renewal deadlines.
• Schedule appointments and manage approved personal errands.
• Coordinate selected family activities, events, reservations, and service providers.

Real Estate & External Coordination:

• Coordinate property viewings and appointments.
• Liaise with agents, accountants, lenders, attorneys, and other professionals.
• Track documentation and outstanding actions.
• Follow up with external stakeholders until tasks are completed.

Requirements:

• Minimum 4 years' experience as an Executive Assistant, Personal Assistant, Business Operations Coordinator, or similar role.
• Experience supporting a founder, executive, entrepreneur, or public-facing professional.
• Demonstrated ability to manage professional and personal responsibilities simultaneously.
• Excellent written and verbal English.
• Strong organisational and time-management skills.
• Excellent follow-up and task-management abilities.
• Strong attention to detail.
• Ability to work independently and take initiative.
• Strong discretion and confidentiality.
• Experience coordinating projects, campaigns, events, or webinars.
• Experience with social media scheduling and analytics tools.
• Strong Microsoft Office and Google Workspace skills.
• Familiarity with project management tools such as Asana, Notion, Trello, or similar.
• Availability to work during a US Eastern Time evening window when required.

Preferred:

• Experience with Substack, Mailchimp, Beehiiv, ConvertKit, or similar platforms.
• Podcast booking or media outreach experience.
• Experience supporting a personal brand or public-facing founder.
• Experience with paid social advertising.
• Understanding of UTM tracking and campaign reporting.
• Experience with financial education, personal finance, fintech, or a related industry.
• Basic Canva skills.
• Familiarity with Nigerian and US passport/visa processes.