Executive Operations Assistant

Apex Virtual Solutions is an operational excellence firm founded in 2007. For nearly two decades, we have helped 200+ C-suite executives and high-performing leaders reclaim 100+ hours per month through strategic delegation, fractional COO services, and operational systems. 

ROLE OVERVIEW

The Executive Operations Assistant is a high-trust, high-visibility role that sits at the center of our CEO's productivity. You will serve as the operational backbone supporting one our Co-Founder's calendar, communications, scheduling, and client-facing work. This role is designed for someone who is detail-obsessed, proactive, and excited to grow into a true operational partner over time.

This is a part-time role with a structured 90-120-day pathway to full-time for the right candidate.

KEY RESPONSIBILITIES

Calendar & Schedule Management

• Own the CEO's calendar — scheduling, prioritizing, and protecting time blocks
• Coordinate speaker engagements, podcast interviews, and media appearances
• Manage Calendly setup, booking confirmations, and prep briefings
• Send reminders and prep materials before all CEO meetings

Social Media Support

• Draft, schedule, and publish content across LinkedIn, Instagram, and TikTok
• Repurpose CEO content (recordings, notes, ideas) into social-ready posts
• Monitor engagement and flag priority responses for CEO review
• Maintain a content calendar aligned with business development goals

Fractional Client Support (as needed)

• Assist with deliverable preparation for fractional COO client engagements
• Compile research, format reports, and organize client-facing documents
• Support meeting prep, follow-up summaries, and action item tracking

General Executive Support

• Manage email triage and draft routine responses for CEO review
• Maintain organized digital files across Google Workspace and Basecamp
• Handle ad hoc research, vendor coordination, and project tracking
• Proactively identify ways to protect the CEO's time and bandwidth

WHAT WE'RE LOOKING FOR

Required

• Strong written communication — you write clearly, concisely, and professionally
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Drive)
• Familiarity with social media platforms (LinkedIn, Instagram, TikTok)
• Extreme attention to detail and a commitment to follow-through
• Ability to work independently with minimal supervision
• Positive, proactive attitude with a solutions-first mindset

Preferred (Not Required)

• Experience supporting an executive or business owner in any capacity
• Familiarity with tools like Basecamp, HubSpot, Canva, or MailerLite
• Understanding of basic business operations or consulting environments
• Interest in growing into an operational leadership role long-term