Executive Operations Assistant

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

📋 Description

• Oversee and organize the CEO's email correspondence by filtering, prioritizing, flagging urgent issues, and drafting appropriate responses.

• Manage the CEO's calendar and appointments, coordinating meetings, vendor interactions, and other commitments.

• Maintain daily and weekly task lists and priorities for the CEO.

• Conduct regular check-ins with the CEO to assess priorities, outstanding tasks, deadlines, and deliverables.

• Act as a central communication hub between the CEO, clinic teams, vendors, accountants, and external partners.

• Handle communications using Google Workspace, Microsoft Outlook, Slack, and Microsoft Teams.

• Manage sensitive and confidential business information with discretion.

• Coordinate administrative and operational functions across the company’s clinic locations.

• Monitor projects, action items, deadlines, and deliverables to ensure completion.

• Assist with special projects, operational research, and ad-hoc initiatives.

• Collaborate with internal teams and external partners to ensure tasks are completed accurately and timely.

• Identify operational challenges, research solutions, and propose next steps.

• Create, organize, and maintain standardized processes and workflows.

• Aid in the development and documentation of approximately 15–20 Standard Operating Procedures (SOPs).

• Prepare documentation and supporting materials for semi-monthly payroll processing for CEO review and approval.

• Collect and verify employee timecard data and payroll inputs.

• Assist with provider incentives, bonuses, and payroll-related information.

• Track incoming vendor invoices and confirm amounts, services, and payment terms.

• Maintain visibility into accounts payable and upcoming payment schedules.

• Coordinate with external accountants and financial service providers.

• Keep organized financial and administrative records.

• Liaise with external vendors and service providers, including accountants, facilities and maintenance contractors, software providers, and inventory partners.

• Follow up on pending requests, invoices, service issues, and deliverables.

• Maintain vendor records, contracts, communications, and issue logs.

• Monitor inventory usage and keep precise records in internal inventory systems.

• Assist with inventory audits, tracking, and operational reporting.

• Organize cloud-based documents and business information.

• Maintain administrative systems and ensure information is accurate, current, and accessible.

• Support additional operational and administrative initiatives as required.

⛳️ Requirements

• Minimum of 3 years of experience in an Executive Assistant, Virtual Assistant, Operations Assistant, Operations Coordinator, or a similar role.

• Experience supporting a C-suite executive, business owner, multi-location operation, or a rapidly growing company.

• Exceptional attention to detail, especially regarding financial, payroll, vendor, or confidential information.

• Strong problem-solving and prioritization skills; capable of working independently and making informed decisions.

• Excellent written and verbal communication skills in English.

• Strong organizational abilities and capability to manage multiple priorities and shifting deadlines.

• Ability to communicate professionally with external vendors, accountants, and service providers.

• Proven ability to handle confidential information with discretion and sound judgment.

• Highly adaptable, able to learn new software, systems, and business processes quickly.

• Strong proficiency in common productivity and communication tools.

• Experience with some or all of Google Workspace/Google Suite, Microsoft Outlook, Slack and/or Microsoft Teams, payroll or financial administration software, cloud-based document management systems, inventory management systems, password management tools, and AI productivity tools is preferred.

• Familiarity with Gusto or a similar US payroll platform.

• Experience in preparing or supporting US payroll.

• Background in healthcare, medical aesthetics, retail, franchise, or multi-location operations.

• Experience working with US-based companies, vendors, or executives.

• Experience creating or maintaining SOPs and operational documentation.

• Experience with accounts payable, invoicing, or vendor management.

• Availability to work Monday–Friday, 9AM–5PM US Central Time.

• An English-formatted resume is required.

🏝️ Benefits

• Remote work arrangement.

• Opportunity for expanded responsibilities and career growth.

• Flexibility as an independent contractor, with responsibility for personal equipment, taxes, and benefits.