Executive Assistant – Operations Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Daily review, prioritization, and organization of the CEO and project team inboxes.

• Respond to standard emails within a 24-hour timeframe; promptly escalate complex or high-priority matters.

• Identify and flag leads, referrals, and partnership opportunities that need the CEO’s immediate attention.

• Compose polished and professional outgoing emails, proposals, and follow-up communications.

• Regularly monitor inbox cleanliness, archiving, and organizing as necessary.

• Efficiently book meetings, confirm with attendees, and ensure inclusion of all relevant details.

• Actively prevent scheduling conflicts and double bookings.

• Organize and maintain project files within Google Drive and shared folders.

• Ensure all shared workspaces (ClickUp, Google Drive, Gmail) are tidy and updated.

• Assist with lead generation activities, including updates to the CRM and coordination of outreach efforts.

• Conduct weekly research to compile a list of potential clients and add them to the CRM.

• Reach out to a specified number of leads via email or LinkedIn on a weekly basis.

• Arrange and maintain regular check-ins with referral partners at least quarterly.

• Keep the CRM updated with accurate lead information and efficiently track responses.

• Oversee active client projects in ClickUp: create tasks, monitor deadlines, and maintain up-to-date statuses.

• Proactively follow up with team members regarding overdue or at-risk tasks.

• Conduct weekly and as-needed calls with the CEO, providing a project status summary and highlighting any issues or risks.

• Participate in client calls to document action items and update project management tools in real-time.

• Develop and maintain ClickUp automations based on established SOPs.

• Draft, document, and refine Standard Operating Procedures for recurring workflows (e.g., client onboarding, deliverables review, project launch and close).

• Proactively identify bottlenecks and suggest process enhancements without needing prompting.

• Keep process documentation organized and accessible to ensure consistent team operations.

• Monitor the team inbox for client and project-related emails, ensuring that no communication is overlooked.

• Coordinate logistics for client onboarding and offboarding.

• Schedule calls and manage time zone differences for remote meetings.

• Generate and send invoices within 24 hours of project milestones or according to the payment schedule, ensuring zero errors.

• Track overdue invoices and follow up within 5 business days.

• Assist in customizing proposals using HoneyBook.

• Follow up with prospects and leads to facilitate decision-making.

⛳️ Requirements

• This position is part-time.

• Compensation of up to $6 per hour.

• 100% remote work environment.

🏝️ Benefits

• Flexible working hours.

• Opportunity to work in a dynamic and supportive team environment.

• Gain valuable experience in project management and client relations.