Executive Assistant

About the role

We’re a growing, multi-location healthcare company, and we’re looking for an experienced, resourceful, tech-savvy executive assistant to own projects and systems across the business.

This is a broad generalist role at the intersection of business operations, project management, technology, marketing systems, automation, AI, and administration. You’ll work directly with the founder and leadership team.

One hour you may be finding out why an automation stopped firing. The next you’re driving a cross-department project to done, updating the CRM, holding a marketing vendor to a deliverable, rebuilding a report, or documenting a process so it stops living in one person’s head.

We’re not looking for someone to train up. We’re looking for someone who has already run projects and owned outcomes, and wants a wider surface to do it on. If your instinct when handed an unfamiliar problem is “I can figure that out” — and you have a track record proving it — read on.

What you’ll own

Project management

• Take projects from idea to done: scope, owners, timelines, next actions, follow-through
• Coordinate work involving multiple people, locations, and systems
• Hold other people to commitments and surface what’s slipping before it becomes a problem
• Help leadership turn new ideas into things that actually ship

Systems, CRM & automation

• Work extensively inside GoHighLevel and our other business systems
• Build, modify, test, and troubleshoot workflows and automations
• Troubleshoot leads, appointments, messages, tags, notifications, forms, and integrations
• Improve lead routing, automated follow-up, pipelines, forms, and calendars
• Investigate system errors and determine root cause
• Find repetitive work and eliminate it
• Keep CRM data and system documentation clean
• Build the SOP library so key processes don’t depend on one person’s memory

Marketing systems

• Make sure Meta and Google leads flow correctly into the CRM and are attributed correctly
• Maintain lead funnels, forms, tracking, and follow-up workflows
• Troubleshoot lead-tracking and attribution problems
• Build and maintain marketing reports
• Coordinate with outside marketing vendors and hold them to deliverables
• Test landing pages, forms, tracking, and lead flows
• Use ChatGPT and Claude to build working systems, not just to draft text
• Help test and improve AI phone and communication systems like Retell AI

This is a systems, implementation and execution role. It is not social media or content creation.

Business operations & administration

• Improve workflows across multiple clinic locations and departments
• Build and maintain trackers, dashboards, reports, and documentation
• Research solutions to unusual operational problems
• Manage recurring administrative processes, vendors, invoices, forms, and records

We want someone equally comfortable with “let’s figure out why this automation is broken” and “let’s make sure this actually gets completed.”

Our technology

GoHighLevel (CRM, automations, SMS/email, forms, funnels, calendars, pipelines) · Monday.com · Slack · Google Workspace and Sheets · Meta Ads · Google Ads · Google Analytics 4 and Google Tag Manager · Microsoft Clarity · Retell AI · Otter.ai · ChatGPT and Claude

You don’t need experience with every platform. GoHighLevel is especially helpful, but strong experience in another CRM or automation environment translates well.

What we’re looking for

• 5+ years of professional experience in business operations, project management, marketing operations, CRM administration, or a similar technology-heavy role
• You have run projects end to end and been accountable for the outcome — not just executed tasks someone else scoped. Management or team-lead experience is a strong plus
• Hands-on experience building, modifying, and troubleshooting workflows and automations. When we say building, we mean you personally built them — not that you worked somewhere that used automated systems
• Fluent in a CRM or comparable business platform
• Strong Google Sheets or Excel
• You use AI as a working tool and have built something with it. We’ll ask what you built and who uses it now
• Discernment. You can tell what matters this week from what can wait, and you come with a recommendation rather than a question
• Ability to independently research and troubleshoot unfamiliar problems

Helpful but not required: GoHighLevel, Monday.com, lead routin…