Executive Assistant to the CEO – Business Operations & Special Projects

Work Schedule: Full-Time
Time Zone: U.S. Eastern Time (EST/EDT)
Reporting To: Chief Executive Officer (CEO)
Career Growth: Operations Manager | Marketing Manager | Business Development Manager

About the Position

We are looking for an Executive Assistant who is more than a traditional administrative professional. This is a dynamic, cross-functional position combining executive support, business administration, project management, and operational execution.

The successful candidate will work closely with the CEO to manage day-to-day business activities, coordinate ongoing initiatives, and independently lead projects across multiple areas of the organization.

Responsibilities will span marketing, business development, client relations, social media, finance, accounting, invoicing, communications, client onboarding, administrative filings, and special projects.

This position is ideal for someone who possesses strong general business intelligence, understands how different business functions work together, and can transition comfortably between administrative, operational, analytical, and creative responsibilities.

We are looking for a self-starter, problem-solver, and executor. Someone who takes ownership of assignments, follows through until completion, and consistently delivers results without requiring constant supervision. The ideal candidate is not simply someone who manages tasks. We want someone who can understand objectives, identify what needs to be done, organize the necessary resources, and get things done.

Key Responsibilities

1. Executive Support & General Administration

• Provide comprehensive administrative and operational support to the CEO.
• Manage calendars, appointments, meetings, reminders, correspondence, and daily priorities.
• Organize information, documents, files, and business records to ensure efficient operations.
• Prepare reports, presentations, business correspondence, and internal documentation.
• Monitor assigned tasks, deadlines, and commitments, ensuring timely follow-through.
• Coordinate with internal team members, clients, vendors, and external stakeholders.
• Identify opportunities to improve administrative processes, workflows, and organizational efficiency.

2. Project Management & Operational Coordination

• Plan, organize, and execute projects assigned by the CEO.
• Translate broad objectives and instructions into actionable plans, deliverables, and timelines.
• Coordinate resources, track progress, and independently manage project execution.
• Identify potential obstacles, recommend solutions, and proactively address issues.
• Maintain project trackers, reports, and documentation.
• Ensure projects and assigned tasks are completed accurately, efficiently, and on schedule.

3. Marketing, Digital Marketing & Social Media

• Assist in planning and implementing marketing initiatives across nuclei^TM and its associated brands.
• Coordinate the development, scheduling, publishing, and monitoring of social media content, particularly LinkedIn.
• Support content creation, editing, proofreading, and marketing communications.
• Assist with email marketing campaigns, newsletters, and digital outreach.
• Track marketing activities, engagement, and campaign performance.
• Research industry trends, competitors, prospective audiences, and marketing opportunities.
• Coordinate with external designers, content creators, and marketing service providers when required.

4. Sales & Business Development

• Support the CEO in identifying, researching, and developing new business opportunities.
• Conduct prospect research, lead generation, and market intelligence activities.
• Maintain and update prospect databases, CRM records, and business development pipelines.
• Assist with outreach campaigns, follow-up communications, and relationship-building initiatives.
• Prepare service proposals, quotations, capability statements, and other business development materials.
• Track leads, prospects, follow-ups, and business development activities.
• Support strategic partnerships, professional networking, and referral relationship development.

5. Client Relations, Intake & Communications

• Serve as an administrative point of contact for prospective and existing clients.
• Assist with client inquiries, scheduling, intake procedures, onboarding, and follow-up communications.
• Coordinate the collection, organization, and processing of client information and documentation.
• Assist with preparing and maintaining client intake forms, administrative forms, and filing-related documentation.
• Monitor client communications and outstanding information requests.
• Ensure client records, databases, and internal systems remain accurate and organized.
• Maintain a professional, responsive, and service-oriented approach to client interactions.

6. Finance, Accounting & Invoicing

• Assist with routine financial administration, bookkeeping coordination, and recordkeeping.
• Prepare and issue client invoices and monitor outstanding payments.
• Track accounts receivable, expenses, payments, and financial transactions.
• Maintain organized financial records, spreadsheets, and supporting documentation.
• Assist with financial reporting, budget tracking, and basic financial analysis.
• Coordinate with external accountants, bookkeepers, and financial service providers.
• Identify discrepancies, track outstanding financial matters, and follow through on resolutions.

7. CEO-Led Special Projects

Independently lead and execute special projects assigned by the CEO, from initial planning through final delivery.

These assignments may vary significantly in nature, scope, and complexity and may include:

• Bids, Quotations & Proposals: Research service requirements, prepare quotations, coordinate bid submissions, and develop commercial proposals.
• Writing & Content Development: Draft business documents, professional communications, articles, presentations, reports, and other written materials.
• Research Projects: Conduct targeted research, collect and evaluate information, synthesize findings, and prepare actionable recommendations.
• Financial Data Analysis: Organize financial data, analyze business performance, develop spreadsheets, and prepare management reports.
• Professional Networking: Identify potential partners, establish professional connections, coordinate outreach, and support relationship development.
• Database & CRM Management: Develop, organize, maintain, and improve business databases, contact lists, CRM systems, and other information repositories.
• Process Improvement: Research and recommend tools, technologies, automations, and workflows that improve operational efficiency.
• New Business Initiatives: Assist in evaluating, planning, and implementing new services, products, partnerships, and growth opportunities.

Who We Are Looking For

This position is best suited for a resourceful generalist with an execution-oriented mindset and the ambition to grow into a business leadership role.

We place particular importance on the following characteristics:

Self-Starter & Self-Motivated: Takes initiative without waiting for detailed instructions. Identifies what needs attention and takes appropriate action.

A Doer & Closer: Moves beyond planning and discussion to actual execution. Takes responsibility for seeing assignments through to completion.

Independent & Accountable: Works effectively with minimal supervision. Takes ownership of responsibilities, deadlines, and deliverables.

Strong General Business Intelligence: Has the intellectual curiosity, practical judgment, and versatility to support different areas of a business, even without being a specialist in every function.

Problem-Solver: Approaches challenges constructively, researches possible solutions, and presents recommendations rather than simply reporting problems.

Organized & Detail-Oriented: Can manage competing priorities, multiple projects, and significant amounts of information without losing track of details.

Adaptable & Versatile: Comfortably switches between executive administration, client communications, marketing, financial tasks, and project execution.

Coachable & Open to Feedback: Accepts constructive criticism professionally, incorporates feedback, and demonstrates continuous improvement.

Willing to Learn: Is intellectually curious, comfortable learning unfamiliar systems or subjects, and motivated to develop new professional capabilities.Professional & Reliable: Demonstrates sound judgment, discretion, confidentiality, strong communication skills, and consistent follow-through.

Required Skills & Competencies

The following scores represent the desired proficiency level on a scale of 1–10.

Skill / Competency	Desired Level
English Language Proficiency	8/10
General Administration	9/10
Project Management	8/10
Finance & Basic Accounting	6/10
Written & Verbal Communication	8/10
Digital Marketing & Social Media	7/10
Sales & Business Development	7/10
Multitasking & Priority Management	10/10

Additional Qualifications

• Strong command of professional written and spoken English.
• Demonstrated ability to manage multiple responsibilities and deliverables simultaneously.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• Familiarity with CRM systems, project management tools, cloud-based collaboration platforms, and social media management tools.
• Ability to use AI-assisted productivity tools responsibly for research, drafting, analysis, and administrative efficiency.
• Basic understanding of financial recordkeeping, invoicing, and business reporting.
• Strong internet research, analytical, and information-synthesis skills.
• Experience in executive assistance, business administration, operations, project coordination, or related positions is preferred.
• Experience supporting small businesses, entrepreneurial ventures, or professional services firms is an advantage.
• Experience in the immigration or legal services industry is beneficial but not required.

What Success Looks Like

A successful Executive Assistant will:

• Enable the CEO to devote more time to strategic decisions, business growth, and high-value activities.
• Independently manage recurring responsibilities with minimal supervision.
• Consistently complete assignments on time and to a high professional standard.
• Take ownership of projects from initial instructions through successful completion.
• Anticipate administrative and operational needs before they become problems.
• Maintain accurate, organized, and accessible business information.
• Improve coordination across marketing, sales, client services, and finance.
• Demonstrate measurable improvement in productivity, execution, and operational efficiency.
• Become an increasingly trusted partner in the day-to-day management and growth of the business.

Career Growth & Development

We envision this position as a potential pathway into a leadership role within nuclei^TM.

As the organization expands, the Executive Assistant will gain direct exposure to business strategy, executive decision-making, operational management, client relations, financial administration, marketing, and business development.

Depending on individual interests, demonstrated capabilities, and business needs, the position could evolve into one of several leadership tracks:

• Operations Manager: Overseeing business operations, internal processes, project execution, resource coordination, and organizational efficiency.
• Marketing Manager: Leading marketing strategy, brand development, content initiatives, digital marketing campaigns, and audience engagement.
• Business Development Manager: Managing sales initiatives, prospecting, strategic partnerships, client acquisition, and revenue growth.

We are particularly interested in candidates who see this opportunity not merely as an administrative job, but as a platform to build broader business management experience and progressively assume greater responsibility.

Our Ideal Candidate

You are someone who enjoys getting things done.

You do not need to be an expert in every business function, but you should have the intelligence, resourcefulness, and initiative to understand new challenges and learn quickly.

You are comfortable receiving an objective, figuring out the steps needed to achieve it, and independently delivering a completed result.

You take pride in being dependable, organized, efficient, and accountable. You are willing to take feedback, improve continuously, and step outside your comfort zone.

Most importantly, you are someone who takes ownership, follows through, and finishes what you start. If you are looking for an opportunity to work directly with a CEO, gain hands-on exposure to multiple business functions, and potentially grow into a management or leadership position, we encourage you to apply.

How to Apply

If you believe your skills, experience, and professional ambitions align with this opportunity, we encourage you to apply.

Interested candidates should submit their applications to info@nuclei-tm.com with the following information:

1. Updated Resume/CV: Highlighting relevant education, professional experience, skills, and accomplishments.
2. Cover Letter: A one-pager explaining your interest in the position, why you believe you are a strong candidate, and the value you could bring to nuclei^TM.
3. Work Samples (Optional): Examples of relevant work, projects, writing, research, or other professional accomplishments that demonstrate your capabilities.

Email Subject: Application – Executive Assistant to the CEO – [Your Full Name]

About nuclei^TM

nuclei^TM is a specialized professional services company providing solutions in U.S. employment-based immigration and global mobility. We work with law firms, businesses, and individuals, offering professional support across immigration case management, petition development, and related advisory services.

Our Selection Process

Shortlisted candidates may be invited to participate in an initial interview, a practical skills assessment, and a final discussion with management.

We place particular emphasis on demonstrated capabilities, initiative, problem-solving, communication skills, and the ability to independently deliver results.

We appreciate the interest of all applicants. Only shortlisted candidates will be contacted regarding the next steps in the selection process.