Operations Assistant

JOB RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

• Provide administrative support to the Director of Operations with duties related to coordinating appointments (including calling and coordinating with US-based companies), managing calendars, attending meetings to provide minutes and follow-up reminders/support, and coordinating communication to keep multiple priorities aligned.
• Manage professional and personal scheduling for the Director of Operations, including agendas, mail, email, calls, travel arrangements, client management, etc.
• Maintain the Director of Operations calendar thoughtfully and purposefully, ensuring meetings contain the appropriate attendees and agenda items, and any changes are made with full consideration of a nationwide/worldwide team spanning multiple time zones.
• Support team leadership with performance reviews and planning documentation.
• Support the onboarding of new leads and clients for recruiting, including managing tracking and reporting.
• Support our Director of Operations with task tracking in Trello, Zoho CRM, time tracking, attendance, daily recaps, and weekly scorecards.
• Set up the onboarding of new team members, including setting up new accounts, creating proper channels in Slack as needed, adding them to Trello (our project management system), etc.
• Mobilize Trello cards for the team monthly and as needed.
• Manage our project management system, including setting up the monthly workflows, overseeing weekly productivity, and reporting on any issues.

ADDITIONAL RESPONSIBILITIES:

• Process Improvement and Documentation
• Assist in documenting standard operating procedures (SOPs) for various operational tasks.
• Identify inefficiencies in workflows and propose process improvements.
• Reporting & Data Analysis
• Assist in generating reports related to operational performance, recruitment, and other key metrics.
• Track and analyze data from Trello, Zoho CRM, time tracking, and performance scorecards to provide insights.

• Event and Meeting Coordination
• Assist in organizing company events, team meetings, or webinars.
• Handle logistics such as venue booking, virtual meeting setup, and guest coordination.

• Expense and Budget Tracking
• Assist in monitoring expenses related to operations, travel, or events.
• Process reimbursements and maintain financial documentation.

• System Support
• Act as the first point of contact for minor IT or system-related troubleshooting (e.g., Trello, Zoho CRM, Slack, time tracking tools).
• Coordinate with IT support for larger issues.

• Team & Culture Support
• Help maintain a positive company culture by coordinating internal communications, team-building initiatives, and morale-boosting activities.

Bonus Package

• Internet Allowance
• Generator bonus
• Paid Time off
• 13th Month Pay

EXPERIENCE AND SKILLS REQUIRED:

• 2+ years of experience as an Administrative Assistant or Executive Assistant; C-suite experience is a huge plus.
• Demonstrate a solid typing WPM (ideally 55 wpm+).

TECH REQUIREMENTS:

• Computer: at least i5 or equivalent with 8GB RAM.
• Internet Speed - At least 100 MBPS download speed
• Must have a minimum of 50MBPS back up internet

Job Type: 40 hours/week Full-time (The role will start 20 hours/week for the first 2-3 weeks)

Schedule: 9am-5pm cst Mon - Fri (1pm-5PM CST to start), 11pm -7am PHT Mon - Fri (3am - 7am PHT to start)

Salary Range: P30,000-40,000 full-time monthly, depending on experience.