Job Title: Executive Assistant (Operations & Client Coordination) Position Type: Full-Time, Remote Working Hours: U.S. Business Hours About the Role: We are seeking a highly organized and proactive Executive Assistant (Operations & Client Coordination) to support daily operations and client coordination for a fast-growing business in the automotive space. This role goes beyond basic administrative support—you will act as a key operational partner to the founder, managing client communication, coordinating with contractors, and ensuring smooth execution across multiple workflows. The ideal candidate is detail-oriented, resourceful, and comfortable working in a fast-paced environment with shifting priorities. Responsibilities: Client Management - Manage inbound client inquiries and prioritize urgent requests. - Draft and send professional client communications, including updates and summaries. - Ensure timely follow-ups and maintain a high-quality client experience. Contractor Coordination - Coordinate with freelance contractors on active projects and deals. - Track progress and ensure timelines and deliverables are met. - Maintain clear communication between all stakeholders. CRM & Administrative Management - Maintain and organize CRM systems, specifically GoHighLevel (GHL). - Ensure accurate and up-to-date client and deal records. - Support onboarding by collecting and organizing client information. Communication & Scheduling - Manage calendar scheduling, meetings, and daily priorities using Google Calendar and Gmail. - Prepare materials and context for client or partner calls. - Support daily check-ins to ensure alignment on priorities. Research & Reporting - Conduct light research including market comparisons, inventory checks, and basic data gathering. - Support decision-making by organizing and presenting relevant information. What Makes You a Perfect Fit: - Highly organized with strong attention to detail. - Proactive and able to work independently with minimal supervision. - Comfortable managing multiple workflows in a fast-paced environment. - Strong communicator who can represent the business professionally. - Reliable and responsive during U.S. working hours. Required Experience & Skills (Minimum): - 2+ years of experience supporting a founder, executive, or small business owner. - Strong hands-on experience with GoHighLevel (GHL). - Proficiency in Google Workspace (G Suite), including Gmail, Google Calendar, Docs, and Drive — this is a must-have. - Experience managing client communication and follow-ups. - Strong organizational and multitasking abilities. - Excellent written and verbal English communication skills. - Ability to work independently and manage shifting priorities effectively. - Reliable internet connection and professional remote work setup. Tools & Systems: Must-Have Tools (Non-Negotiable) - GoHighLevel (GHL) - Google Workspace (G Suite): Gmail, Google Calendar, Google Docs, Google Drive Nice-to-Have Tools - Gamma (or similar presentation tools) - Slide creation tools (Google Slides, PowerPoint, etc.) - Notebook LM or similar tools for organization and research What Does a Typical Day Look Like? An Executive Assistant’s day is focused on keeping operations organized and ensuring smooth communication across the business. You will: - Manage client inquiries and follow-ups. - Coordinate with contractors and track progress. - Maintain CRM records and ensure data accuracy. - Schedule meetings and support daily planning. - Conduct research and organize key information. In essence: you are the operational backbone, ensuring nothing falls through the cracks while supporting both clients and internal workflows. Key Metrics for Success (KPIs) - Responsiveness and quality of client communication. - Accuracy and organization of CRM and deal tracking. - Timely coordination and follow-through on tasks. - Efficiency in managing schedules and priorities. - Overall operational reliability and support to the founder. Interview Process: - Initial Phone Screen - Video Interview with Recruiter - Client Interview - Offer & Onboarding #LI-AG1

Overview Who We Are Qualfon is a global provider of omnichannel customer experience and business support solutions. From call center support to lead generation to ecommerce fulfillment, we support our clients and their customers throughout the customer journey. Our mission is to help as many people as possible pursue their total vocation - as individuals and as members of society - by creating an ever-growing number of job opportunities as we strive to become the partner of choice for our clients. At Qualfon, you’ll find more than just a job, you’ll find a place to grow, develop your career, and be part of a supportive, purpose-driven team. Responsibilities What you’ll do: We are seeking a remote tech assist to provide real-time support to field technicians, resolving provisioning, facility, and inventory issues to ensure seamless service delivery. You will handle inbound calls and chats from internal teams, assist with service orders and status updates, maintain accurate system records, and collaborate with operations teams to resolve network issues. - Provide real-time operational support to field technicians for installation, repair, and service assurance activities, including resolution of facility, provisioning, and inventory-related issues. - Serve as a primary point of contact for inbound calls and chats from internal work groups and field personnel, supporting service order processing, fallout resolution, and completion status inquiries. - Maintain, validate, and update Quantum Fiber inventory and facility records across designated provisioning and inventory systems to ensure data accuracy and service continuity. - Coordinate with Field Operations and other operational teams to resolve complex service or network issues and document actions and updates in Client-designated systems. What you’ll bring: Work at Home Requirement - We will provide the Computer and Equipment for this position. - High-speed Internet via wired Ethernet connection, no Wi-Fi, Satellite or Hot spot - Upload speed of 25 Mbps; Download speed of 50 Mbps - Internet provider must be highly stable with 1% or less packet loss - Must have available cell phone or tablet with minimum system requirements of Android 8.0 and later or iOS14 or later and must install the Microsoft Authenticator (MFA) Application required by Qualfon IT. - Must live in the State of North Carolina** Qualifications What We Offer: We provide a comprehensive benefits package designed to support your health, financial well-being, and work-life balance: - Medical, Dental & Vision Coverage with multiple plan options - Telemedicine & Mental Health Support for convenient care - Paid Time Off (PTO) that grows with your tenure - 401(k) with Company Match to help you plan for the future - Employee Assistance Program (EAP) with free counseling and wellness resources - Company-Paid Life & Disability Insurance for added peace of mind - Tuition-Free Business Degrees through Rochat School of Business for employees and eligible family members - Voluntary Benefits including accident, critical illness, hospital coverage, and more - Additional Perks like legal assistance, identity protection, and pet insurance EEO Statement QUALFON is an equal opportunity employer. QUALFON provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, national origin, age, disability, genetic information (including testing and characteristics), marital status, ancestry, status as a covered veteran, uniformed servicemember status and any other characteristic protected under applicable federal, state or local law. Pay Range USD $20.00 - USD $20.00 /Hr.

Ready to make a difference doing what you were born to do? Every family deserves products that inspire learning, connection, and joy. At Hadley Designs, we create beautifully designed, screen-free learning tools that bring creativity and confidence back to childhood—and peace of mind to parents. To keep that mission moving, our founders need a right hand who thrives on bringing order, efficiency, and excellence to everything they touch. That’s where you come in. About Hadley Designs Hadley Designs is a family-founded brand redefining early education through creativity, beauty, and purpose. We believe learning should be fun and engaging. Our products are designed by a mom and former teacher who knows what children really need to grow—hands-on learning, not more screen time. Every design is created with intention and heart to help parents feel confident and kids fall in love with learning. About the Role As Senior Executive Assistant to the CEO & CCO, you’ll be the operational heartbeat that keeps Hadley Designs moving forward. You’ll manage communication, priorities, and key projects so our founders can focus on what they do best—designing new products and leading long-term growth. Your Core Focus - Protect the CEO and CCO’s time by managing email, schedules, and daily priorities - Track, organize, and update key processes, ensuring all SOPs reflect the latest feedback - Anticipate needs and solve problems before they arise, keeping both leaders focused on strategy and creativity What You’ll Do - Coordinate calendars, meetings, and communication across internal and external partners - Handle sensitive information with professionalism and discretion - Support company-wide projects, working with department leads to keep initiatives on track - Prepare and edit documents, presentations, and reports with accuracy and polish - Maintain ClickUp dashboards, L10 agendas, and company scorecards - Assist in hiring, onboarding, and training new team members - Organize travel, events, and both business and household logistics for the executive team - Identify and streamline inefficiencies in administrative and operational workflows

Role Description As Senior Executive Assistant to the CEO & CCO, you’ll be the operational heartbeat that keeps Hadley Designs moving forward. You’ll manage communication, priorities, and key projects so our founders can focus on what they do best—designing new products and leading long-term growth. Your Core Focus - Protect the CEO and CCO’s time by managing email, schedules, and daily priorities. - Track, organize, and update key processes, ensuring all SOPs reflect the latest feedback. - Anticipate needs and solve problems before they arise, keeping both leaders focused on strategy and creativity. What You’ll Do - Coordinate calendars, meetings, and communication across internal and external partners. - Handle sensitive information with professionalism and discretion. - Support company-wide projects, working with department leads to keep initiatives on track. - Prepare and edit documents, presentations, and reports with accuracy and polish. - Maintain ClickUp dashboards, L10 agendas, and company scorecards. - Assist in hiring, onboarding, and training new team members. - Organize travel, events, and both business and household logistics for the executive team. - Identify and streamline inefficiencies in administrative and operational workflows. Who You Are - A senior-level operator with full-time availability and near real-time responsiveness. - A master of executive calendar and inbox management, with a knack for prioritizing what matters. - Experienced in hiring coordination and team operations, bonus points for supporting a founder/CEO in a fast-paced environment. - Assertive yet service-minded, with stellar judgment on when to escalate. - Polished and professional, with clear, concise communication skills. - Tech-savvy, fluent in Google Suite, Excel, and modern AI tools. - Obsessively detail-oriented, with a proactive, results-driven mindset. - Trustworthy with sensitive info and poised under pressure. - A lifelong learner with a growth-focused, can-do attitude. - Native English speaker with strong U.S. cultural understanding (travel, communication, gifting, etc.). - 3+ years in an EA, Chief of Staff, Ops Coordinator, or high-level support role. - Strong proficiency with Google Suite, ClickUp, and modern AI tools. - Available full-time with near real-time responsiveness (8 AM–6 PM CST core hours). - Proven experience managing calendars, inboxes, projects, and people. Why You’ll Love Working Here At Hadley Designs, your work directly impacts how families experience learning. You’ll collaborate with a small, creative team that believes in excellence, trust, and flexibility. - Remote-first work environment. - Flexible hours with core team availability. - Paid time off and holidays. - Opportunities for professional development. - Free access to Hadley Designs products. - A supportive team that values growth, excellence, and balance. We’re a small but mighty group driven by purpose, not bureaucracy. You’ll be part of a brand that’s making learning joyful again for families everywhere. Apply today and help us make learning fun, engaging, and screen-free for families everywhere. P.S: If you don’t hear from us within two weeks of your application, please consider that as our decision to move forward with other candidates, but we truly appreciate your interest in Hadley Designs.