[Remote] Executive Assistant & Technical Operations Coordinator

Note: The job is a remote job and is open to candidates in USA. Talencore is a specialized team of FileMaker development experts in Vancouver, Canada, seeking an Executive Assistant & Technical Operations Coordinator to support the CEO and manage day-to-day operations for a small team. The role involves overseeing work orders, IT infrastructure, onboarding and offboarding processes, and marketing communications, requiring strong technical aptitude and attention to detail.

Responsibilities

• Create, assign, update, complete, and archive work orders in Hubstaff - this is the most frequent recurring task, running roughly one to two work orders a week, each created, assigned, and confirmed back to the requester
• Keep Hubstaff aligned with the FileMaker NC_Quotes / Time & Billing system
• Fix assignments, permissions, and time-logging issues for developers; action budget and hours changes accurately
• Coordinate work-order status and approvals with the development lead, developers, and finance
• Run a daily check of the support / hosting queue for emergencies or site-down events; escalate to the systems administrator immediately
• Track device security compliance across staff (NinjaOne RMM, SentinelOne EDR); administer the 1Password vault
• Coordinate server maintenance windows and draft and send client outage / maintenance notices; maintain the outage calendar, recipient lists, and the monthly backup-link references
• Support infrastructure with the systems administrator: backups and backup-failure triage, power, cooling, DNS, firewall / VPN, AWS, hosting tickets, and server-room facilities
• A few times a year, as the team changes, own onboarding from a standard checklist: accounts, Hubstaff, 1Password, email signatures, and the security / privacy steps
• Own offboarding from the wiki template: notify each access owner (payroll, systems, HR), track revocation across every system, and confirm completion
• Coordinate timing and messaging with HR; keep the wiki current
• Draft and send newsletters and product updates (EmailOctopus) - low volume, roughly one newsletter a year; track delivery and list health
• Run webinar invites and reminders (roughly one webinar a quarter); prepare social posts and clips, and handle routine website updates
• Run reconnection campaigns to former clients; build prospect lists and handle warm follow-ups
• Manage the CEO's calendar and meetings; send invites and links, send reminders, and follow up on action items on the CEO's behalf - this runs several times a week
• Support ad hoc research and business projects for the CEO
• Keep internal documentation organized across Google Drive, the wiki, and Trello

Skills

• Strong technical aptitude - comfortable with databases (FileMaker an asset), time-tracking / work-order systems, RMM and security tools, and basic server / networking concepts
• Exceptional attention to detail and accuracy, especially in client email - the right message to the right people, the first time
• Follows detailed instructions precisely the first time, with little rework
• Self-directed - anticipates next steps, takes ownership, and works independently
• Highly organized; juggles many recurring processes without dropping any
• Discreet and reliable with credentials and confidential information
• Clear, professional written English; approachable and responsive
• Comfortable with Hubstaff, Trello, Freshdesk, 1Password, EmailOctopus, Google Workspace, and AI tools (e.g. Claude)
• Executive-assistant or operations experience supporting a founder is a plus
• Complete a criminal record check and FOIPPA privacy training
• Work on a machine running NinjaOne and SentinelOne

Benefits

• Remote job
• The team can provide a basic machine (Mac or Windows 11) and recover the cost from pay, or finance the purchase, so it is not on a personal device.
• Mandatory attendance at weekly client status meeting every Wednesday, 11 AM - 12 PM PST

Company Overview