Operational Assistant

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

📋 Description

• Oversee the management of documents, trackers, and operational processes.

• Supervise and audit Hubstaff time tracking for all contractors and external personnel.

• Prepare and dispatch client contracts utilizing pre-established templates.

• Monitor critical deadlines and ensure necessary follow-ups on essential actions.

• Take full ownership of the invoicing process — guaranteeing accurate and timely invoicing of all hours worked.

• Assist in the processing of salary and contractor payments, maintaining organized and updated records.

• Provide support with finance-related administrative tasks: receipts, documentation, reconciliations, etc.

• Proactively identify and resolve payment delays, discrepancies, or potential issues.

• Conduct research on relevant awards, events, and partnerships, applying as necessary.

• Assist with ad hoc projects, market research, and executive reporting.

• Aid in managing calendars, reminders, and weekly execution checklists.

⛳️ Requirements

• A Bachelor’s degree or higher in Finance, Accounting, Business, or a related discipline.

• Demonstrated experience in administrative, financial operations, or operational support positions.

• Excellent analytical and organizational capabilities – you identify problems before they become apparent to others.

• Experience managing intricate invoicing operations.

• Proactive in taking initiative and solving issues independently without waiting for complete guidance.

• Maintains focus and efficiency even when priorities change rapidly.

• Consistently meets follow-up obligations, deadlines, and avoids formatting mistakes.

• Strong professional communication skills, both written and verbal.

• Nice to Have: Experience in staffing, outsourcing, or recruitment operations.

• Adept at holding founders and stakeholders accountable when necessary.

• Experience in fast-paced international startup environments.

• Familiarity with calculating financial metrics such as burn rate, runway, churn, LTV/CAC, etc.

• Knowledge of tools like Notion, Google Workspace, Hubstaff, ClickUp, and Xero/QuickBooks.

🏝️ Benefits

• Flexible work arrangements