Operations Assistant

Job Description

We are seeking a highly organized Operations Assistant to provide high-level administrative and operational support to a fast-growing, strategic, and execution-focused business. This role will help streamline daily operations, manage priorities, and ensure smooth communication with internal and external stakeholders.

The ideal candidate is proactive, detail-oriented, and comfortable managing multiple responsibilities across scheduling, communication, operations, and light finance.

Estimated Salary: The salary for this position has not been finalized yet. Please indicate your expected salary based on your experience in the application form, and we will consider it in our discussions.

Key Responsibilities:

Executive Support

• Manage and organize the executive inbox, prioritizing emails and drafting responses when appropriate
• Maintain and coordinate calendar scheduling, meetings, and appointments
• Prepare meeting agendas, track action items, and follow up on deliverables
• Assist with prioritization and task management for key initiatives
• Organize files, documents, and shared drives for easy access and collaboration

Operations & Coordination

• Coordinate communication with internal teams and external partners
• Assist with project tracking and operational follow-ups
• Maintain organized documentation and operational processes
• Support workflow management across ongoing projects
• Own monthly data collection from brand contacts, including first-pass follow-ups on missing files (ongoing responsibility in collaboration with leadership)

Finance & Administrative Support

• Assist with monthly invoicing and billing
• Maintain basic QuickBooks records
• Manage the commissions process end-to-end: pull monthly reporting, match invoices, issue commissions, track payments, and reconcile records
• Support documentation for client billing and reporting

Sales & Outreach Support

• Provide telesales support, including outreach to prospects
• Assist with CRM updates and tracking sales activity
• Support lead generation and follow-up communications

Requirements

• 3+ years of experience as an Executive Assistant, Operations Assistant, or Coordinator
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Experience supporting senior executives is highly preferred
• Comfortable handling confidential information
• Ability to manage multiple priorities in a fast-paced environment

Preferred Tools & Experience

• QuickBooks (basic invoicing and tracking)
• CRM systems such as Salesforce or HubSpot
• Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
• Microsoft 365 / Outlook
• Project management tools (Asana, ClickUp, Notion, or similar)

Key Traits

• Highly organized and detail-oriented
• Proactive and solutions-focused
• 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 (max of 10.25 hrs/day)
• Referral bonus (P10,000 if referral passed and stayed with the company for 3 months)
• HMO (after 6 months)

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