Executive Assistant & Business Operations Specialist

About the Client

We’re helping a boutique professional services and advisory firm based in the Bahamas find an Executive Assistant & Business Operations Specialist to work closely with its Founder & Principal.

The firm supports entrepreneurs, established businesses, institutions, and international clients across a diverse range of professional services, including strategic and financial advisory, corporate services, bookkeeping and accounting, HR and back-office administration, and project management.

This is an opportunity to work directly alongside an experienced business leader and become a trusted right hand across executive support, business operations, financial administration, research, and special projects.

The Role

We’re looking for a highly capable, analytical, and proactive Executive Assistant & Business Operations Specialist who can operate as a genuine extension of the Principal.

This is not a traditional task-based VA role , nor are we looking for a finance specialist. Instead, we need a commercially minded Executive Assistant who is comfortable working across different areas of a business, can quickly understand new concepts, and has the judgment to determine what needs to happen without always waiting for detailed instructions.

You’ll move between executive support, stakeholder communication, light financial administration, research, and operational projects. Strong proficiency with AI tools is also essential—you should know how to use AI intelligently to research, analyze, draft, organize, and improve the way work gets done.

Role Details

Commitment: Part-Time (25 hours/week initially, with potential to increase)

Working Hours: Aligned with Nassau / Eastern Time business hours (9:00 AM–5:00 PM), with the exact part-time schedule to be agreed

Location: Fully Remote

Engagement: Independent Contractor

Start Date: ASAP

Rate: $8-12/hour (can be higher, depending on level of experience)

What You’ll Do

Executive & Stakeholder Support

Work closely with the Principal on day-to-day executive and business priorities.

Manage stakeholder correspondence and ensure important communications receive timely follow-up.

Support calendar management, scheduling, meetings, and coordination.

Draft, review, organize, and respond to professional emails, documents, reports, and other communications.

Track commitments, requests, and action items to ensure nothing falls through the cracks.

Attend virtual client and prospect meetings alongside the Principal and prepare accurate meeting notes, conclusions, and action items for timely distribution.

Support both business and occasional personal executive requirements where needed.

Handle sensitive business, financial, and personal information with a high degree of discretion.

Finance & Administrative Support

Work with QuickBooks and support day-to-day financial administration.

Assist with basic accounts receivable and payable, reconciliations, payroll administration, and financial documentation.

Help organize information and documentation required for VAT and other financial processes.

Maintain accurate records and proactively follow up on outstanding financial or administrative matters.

Coordinate with relevant finance or accounting professionals where required.

You do not need to be an accountant or financial analyst. We're looking for someone with a good understanding of finance and bookkeeping fundamentals who is comfortable navigating accounting software and can quickly learn the company's processes. Additional training will be provided where necessary.

Research & Business Operations

Conduct business, market, client, industry, and other research as required.

Analyze information and turn it into clear summaries, reports, and actionable recommendations.

Support operational and strategic projects across different areas of the business.

Coordinate projects, internal processes, deadlines, and follow-ups across stakeholders.

Take ownership of assigned projects from start to finish.

Identify inefficiencies and recommend practical ways to improve processes and reduce administrative workload.

AI & Workflow Efficiency

Use tools such as ChatGPT, Claude, and other AI platforms extensively for research, analysis, drafting, summarization, and organization.

Use AI to accelerate work while applying strong judgment to verify, refine, and improve outputs.

Identify opportunities to incorporate AI and simple automation into everyday workflows.

Help the Principal and wider business operate more efficiently by finding smarter ways to organize and execute recurring work.

What We’re Looking For

Must-Haves

Proven experience as an Executive Assistant, Business Assistant, Operations Assistant, Business Operations Specialist, or in a similarly broad support role.

Experience supporting a founder, executive, business owner, or senior leader.

Excellent written and spoken English, including strong professional and business writing skills.

Strong analytical and problem-solving ability.

Experience using QuickBooks or similar accounting software and a good understanding of basic financial administration.

Familiarity with areas such as AR/AP, reconciliations, payroll administration, and financial documentation.

Strong proficiency with AI tools such as ChatGPT and/or Claude and the ability to use them for meaningful business work.

Strong research skills with the ability to synthesize information and communicate key findings clearly.

Excellent organization and attention to detail.

Ability to manage multiple priorities, stakeholders, and projects simultaneously.

Strong judgment and the confidence to determine priorities and next steps independently.

High level of discretion when handling confidential information.

Comfortable working independently with minimal supervision.

Nice-to-Haves

Previous experience within professional services, consulting, financial services, banking, accounting, corporate services, real estate, or another commercially focused environment.

Experience supporting bookkeeping, VAT documentation, or similar finance administration.

Experience using Google Workspace, Microsoft Outlook, Google Drive, and similar business productivity tools.

Experience identifying opportunities for process improvement or basic workflow automation.

Experience working directly with clients, prospects, or senior external stakeholders.

Ideal Candidate Profile

This role is ideal for someone who is more than an administrator .

You're intellectually curious, commercially aware, and able to quickly understand how a business works. If you're given an objective rather than a detailed set of instructions, you're comfortable figuring out the steps required and moving things forward.

You can confidently switch between drafting an important client email, researching a business opportunity, updating QuickBooks, preparing meeting notes, following up on an outstanding payment, and using AI to turn a large amount of information into a concise executive summary.

Most importantly, you're proactive. You notice what needs attention, follow through reliably, and take genuine ownership of helping the Principal and the wider business operate effectively.