Executive Operations Assistant (Notion)

Job Summary

The Executive Operations Assistant (Notion) designs, builds, and maintains operational systems and project tracking matrices to support an executive's portfolio of consulting engagements. Core daily responsibilities include architecting advanced Notion dashboards and relational databases; building comprehensive project plans and timelines inside Basecamp; capturing high-level meeting governance logs; managing client communications; and running core accounting functions using QuickBooks and YNAB.

Foundational Capabilities & Prerequisites

• Executive Support Footprint: 2 to 5 years of verified professional experience operating as a trusted assistant, operations coordinator, or project partner to senior corporate executives, startup founders, or consulting leaders.
• Notion Ecosystem Mastery: 2 to 3 years of deep, hands-on experience architecting advanced Notion ecosystems, including configuring relational databases, building formula-driven dashboards, and creating repeatable template repositories.
• Project Management Prowess: Proven experience constructing detailed implementation roadmaps, accountability trackers, milestone frameworks, and resource allocation plans.
• Software Tool Stack Literacy: Complete professional fluency across Basecamp, Google Workspace, and QuickBooks Online, paired with functional familiarity utilizing budgeting systems like YNAB (You Need A Budget) or similar capital tracking software.
• Linguistic Standard: Elite command of written and verbal English, with exceptional capability in corporate documentation, technical note-taking, and executive-level brief preparation.
• Operational Autonomy: Excellent self-management and time-allocation habits, with a clear track record of driving projects to completion with minimal direct oversight.

Desired Attributes & Consulting Multipliers

• Tier-One Foundations: Direct previous experience working inside a top-tier management consulting firm or professional services network (e.g., McKinsey, Boston Consulting Group, Bain, Accenture, Deloitte, PwC, EY, KPMG, or matching corporate structures) is highly preferred.
• Transformation Exposure: Prior experience supporting large-scale enterprise transformation projects, corporate strategy tracks, or cross-functional change initiatives.
• Methodology Literacy: Deep comfort with standard consulting frameworks, structural problem-solving methods, executive presentation standards, and formalized client deliverables.

Technical Workflow Architecture

In this role, your daily operational cadence balances systems engineering with rigorous executive governance:

• Knowledge Workspace Architecture: Designing, linking, and maintaining relational Notion databases to connect client scopes, active project timelines, and strategic notes into a unified corporate repository.
• Consultative Milestone Tracking: Building detailed project schedules inside Basecamp, setting dependencies, mapping critical paths, and proactively keeping clients on track to meet deliverables.
• Executive Briefing & Governance: Running meeting synchronization loops, logging critical pivot points, extracting next steps, and managing executive priorities to focus their time on highest-leverage tasks.
• Financial Pipeline Maintenance: Running regular billing checks inside QuickBooks, cataloging corporate expenses, and reconciling budgets within YNAB to ensure absolute financial clarity.

Key Responsibilities

1. Executive Operations & Strategic Thought Partnership

• Serve as a strategic operational partner to the executive, managing competing priorities across multiple corporate client accounts and business initiatives.
• Analyze unorganized ideas, verbal downloads, and high-level brainstorming notes, transforming them into structured, scannable corporate documentation.
• Protect the executive's time and attention by reviewing inbound communication pipelines and tracking project issues before they impact operations.

2. High-Velocity Project Management & Workspace Architecture

• Build, execute, and monitor comprehensive multi-workstream project plans, critical path timelines, and resource matrices for client consulting engagements.
• Architect and manage the organization's master digital environment in Notion, building advanced dashboards, custom tracking databases, and repeatable workflows.
• Keep projects moving forward across various workstreams by proactively chasing stakeholders, verifying milestone progress, and logging team blockers.

3. Corporate Communications & Governance Logistics

• Attend high-level client meetings as an operational partner, capturing core decisions, summarizing complex business discussions, and monitoring follow-up items.
• Draft professional executive correspondence, build polished client status reports, and manage internal corporate communications with high discretion.
• Create and update formal consulting deliverables, templates, and frameworks to ensure clean presentation across all touchpoints.

4. Financial Systems Administration & Bookkeeping

• Oversee routine financial workflows, processing corporate invoices, tracking client billing milestones, and running basic bookkeeping routines in QuickBooks.
• Monitor operational expense data, manage cash flow tracking, and maintain active budgeting frameworks inside YNAB or matching software.

Expected Outputs & Deliverables

• Fully built, database-backed Notion workspaces, status dashboards, and project template libraries.
• Accurately tracked project plans inside Basecamp, featuring up-to-date milestones, dependency notes, and risk indicators.
• Comprehensive meeting minutes and action summaries distributed to stakeholders within 2 hours of meeting conclusions.
• Clean, reconciled QuickBooks ledgers, accurately processed corporate invoices, and organized YNAB budget reports.

Skills Required:

• Sales / Marketing / Business / Management