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 at the center of our CEO's productivity. You will bring proven experience in executive support or operational coordination and immediately take ownership of calendar management, communications, scheduling, and client-facing work — without a lengthy ramp-up period.

This is a part-time role with a structured 90-120 day pathway to full-time. You will hit the ground running. In return, you will have direct access to a founder with 19 years of operational expertise, meaningful work in a growing fractional COO practice, and a clear growth trajectory.

KEY RESPONSIBILITIES

Calendar & Schedule Management

• Own the CEO's calendar end-to-end — you protect her time, not just manage it
• Coordinate speaker engagements, podcast interviews, and media appearances from outreach to confirmation
• Manage Calendly configuration, booking workflows, and pre-meeting briefing packages
• Proactively identify and resolve scheduling conflicts before they reach the CEO

Social Media Support

• Own the content calendar — plan, draft, schedule, and publish across LinkedIn, Instagram, and TikTok
• Repurpose CEO recordings, ideas, and expertise into platform-ready content with minimal direction
• Track and report monthly performance metrics; make data-informed recommendations
• Stay current on platform trends and bring content ideas proactively — don't wait to be asked

Fractional Client Support (as needed)

• Prepare client-facing deliverables: briefs, reports, agendas, and meeting summaries
• Manage action item tracking across multiple active client engagements simultaneously
• Support CEO in fractional COO engagements — research, document formatting, and logistics
• Identify opportunities to templatize recurring client deliverables

Operational Excellence

• Manage email triage using an approved decision tree — draft and send routine responses independently
• Maintain organized systems across Google Workspace and Basecamp
• Proactively identify operational inefficiencies and propose solutions — don't just flag problems
• Document your own workflows and contribute to the Apex SOP library

WHAT WE'RE LOOKING FOR

Required Experience

• 2–5 years in executive support, operations coordination, or chief of staff support — in a professional services, consulting, or fast-paced business environment
• Proven track record of owning a senior leader's calendar with zero-tolerance for errors
• Demonstrated ability to manage competing priorities without daily supervision
• Strong written communication — you have written on behalf of a leader before
• Proficiency with Google Workspace; comfort learning new tools quickly

Ideal Background (differentiating factors)

• Experience at a consulting firm, fractional services company, or multi-client environment
• Hands-on social media management with measurable results
• Familiarity with Basecamp, HubSpot, Canva, or MailerLite
• Exposure to COO, operations, or business consulting work in any capacity
• Interest in growing into a senior operations or fractional COO support role long-term

What This Role is NOT

• A fully remote position — 2 in-office days per week are required and non-negotiable; days in office are flexible (this is a hybrid role)
• A full-time position - work is part-time at 15-20 hours per week with the goal to become full-time within 120 days of employment if all requirements are met
• A passive execution role — we expect initiative, ideas, and ownership
• A stepping stone to a corporate EA job — this is an operational excellence environment and we hire people who want to grow within it

Compensation is commensurate with experience. Candidates with demonstrated executive support and operations experience will be considered at the higher end of the range.