Operations Assistant

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

📋 Description

• Oversee and manage the executive inbox, prioritizing emails and composing responses when necessary.

• Organize and coordinate calendar scheduling, meetings, and appointments.

• Prepare meeting agendas, monitor action items, and follow up on deliverables.

• Assist in prioritizing and managing tasks for key initiatives.

• Organize files, documents, and shared drives to ensure easy access and collaboration.

• Facilitate communication between internal teams and external partners.

• Support project tracking and operational follow-ups.

• Maintain well-organized documentation and operational processes.

• Aid in workflow management across ongoing projects.

• Take ownership of monthly data collection from brand contacts, including initial follow-ups on missing files (ongoing responsibility in collaboration with leadership).

• Assist with monthly invoicing and billing processes.

• Maintain basic records in QuickBooks.

• Manage the entire commissions process: generate monthly reports, match invoices, issue commissions, track payments, and reconcile records.

• Support documentation related to client billing and reporting.

• Provide telesales support, including outreach to potential clients.

• Assist with updates to the CRM and tracking of sales activities.

• Support lead generation and follow-up communications.

⛳️ Requirements

• Minimum of 3 years of experience as an Executive Assistant, Operations Assistant, or Coordinator.

• Strong organizational and time management capabilities.

• Excellent communication skills, both written and verbal.

• Experience in supporting senior executives is highly preferred.

• Comfortable handling sensitive and confidential information.

• Ability to manage various priorities in a fast-paced setting.

• Preferred Tools & Experience:

• Basic knowledge of QuickBooks for invoicing and tracking.

• Familiarity with CRM systems such as Salesforce or HubSpot.

• Proficient in Google Workspace (Gmail, Calendar, Docs, Sheets, Drive).

• Experience with Microsoft 365 / Outlook.

• Familiarity with project management tools (Asana, ClickUp, Notion, or similar).

• Key Traits:

• Highly organized and detail-oriented.

• Proactive and focused on finding solutions.

• Strong follow-through and accountability.

🏝️ Benefits

• Food Allowance.

• Government Benefits.

• 13th Month pay.

• Work Equipment.

• Night Differential if applicable (10% of hourly rate).

• 20 Leaves (after 6 months).

• Holiday pay (200% on Regular holidays; 130% on Special holidays).

• Overtime pay (maximum of 10.25 hrs/day).

• Referral bonus (₱10,000 if referral is hired and remains with the company for 3 months).

• HMO (after 6 months).