Operations Assistant | Executive Support & Special Projects

Job Description

Job Title: Operations Assistant | Executive Support & Special Projects

Position Type: Full-Time, Remote
Location: LATAM & South Africa
Working Hours: U.S. Business Hours

About the Role

We are seeking a highly organized, resourceful, and proactive Operations Assistant to support a fast-growing, entrepreneurial healthcare services company.

This is not a traditional administrative role. You'll be the person the leadership team trusts to take ownership of a wide variety of projects, tasks, and operational initiatives—often with minimal direction and no predefined process. Success in this role requires adaptability, strong judgment, responsiveness, and the ability to quickly learn new tools, systems, and workflows.

The ideal candidate thrives in a fast-paced environment, enjoys solving problems independently, and can seamlessly shift between administrative support, operations, marketing coordination, reporting, vendor management, and special projects.

If you enjoy bringing order to chaos, learning new things daily, and being the person everyone can count on to get things done, this role may be a perfect fit.

Responsibilities

Executive & Operations Support

• Support leadership with day-to-day operational priorities and special projects.
• Manage a variety of administrative, operational, and coordination tasks.
• Track action items and ensure timely follow-up across departments.
• Assist with process creation, documentation, and workflow improvements.
• Coordinate projects and ensure deadlines are met.
• Maintain organized records and documentation.

Project Management & Special Projects

• Take ownership of assigned projects from start to finish.
• Research solutions, learn new processes, and execute tasks independently.
• Coordinate cross-functional initiatives involving multiple stakeholders.
• Identify obstacles and proactively propose solutions.
• Ensure projects are completed accurately and on time.

Reporting & Data Management

• Collect, organize, and analyze operational and client-related data.
• Build and maintain spreadsheets and reports.
• Track key performance indicators and operational metrics.
• Assist leadership with reporting and decision-making support.
• Ensure data accuracy across multiple systems.

Marketing & Content Support

• Assist with content creation using AI tools and provided talking points.
• Draft LinkedIn posts and company communications.
• Support newsletter creation and distribution.
• Assist with podcast publishing and content management.
• Help create presentations, decks, and marketing materials.
• Coordinate conference and event-related materials.

Vendor & Client Coordination

• Coordinate vendor agreements and documentation.
• Follow up on contracts, approvals, and signatures.
• Support client communications and administrative requests.
• Assist with billing reviews and operational follow-up.
• Ensure outstanding items are tracked and completed.

People Operations & Administrative Support

• Assist with onboarding coordination for new team members.
• Maintain employee records and administrative documentation.
• Track PTO requests and personnel updates.
• Support HR and operational initiatives as needed.
• Handle sensitive information with professionalism and discretion.

Travel & Logistics Coordination

• Coordinate travel arrangements and itineraries.
• Assist with event planning and logistics.
• Manage shipments and operational logistics.
• Coordinate internal team support activities.

Systems & Process Improvement

• Develop workflows and organizational systems.
• Leverage AI tools and technology to improve efficiency.
• Identify opportunities to automate repetitive processes.
• Continuously improve operational consistency and effectiveness.
• Create documentation and SOPs when needed.

What Makes You a Perfect Fit?

• Exceptionally responsive and dependable.
• Highly organized with outstanding attention to detail.
• Able to manage multiple priorities simultaneously.
• Resourceful and comfortable figuring things out independently.
• Fast learner who adapts quickly to new tools and challenges.
• Calm under pressure and comfortable with ambiguity.
• Strong sense of ownership and accountability.
• Team-oriented and focused on helping others succeed.
• Comfortable handling confidential information.
• Takes pride in producing accurate, polished work.

Required Experience & Skills (Minimum)

• Previous experience in operations, executive assistance, project coordination, administration, or a related role.
• Excellent written and verbal English communication skills.
• Strong organizational and multitasking abilities.
• Exceptional attention to detail.
• Experience working in a remote environment.
• Ability to manage shifting priorities and deadlines.
• Strong problem-solving and critical-thinking skills.
• High level of professionalism and discretion.
• Proficiency with Google Workspace and productivity tools.
• Reliable internet connection and dedicated home office setup.

Ideal Experience & Skills

• Experience supporting executives, founders, or leadership teams.
• Project management or operations experience.
• Experience working in startups or entrepreneurial environments.
• Familiarity with AI tools such as ChatGPT, Claude, or similar platforms.
• Experience with Canva, presentations, and content creation.
• Experience with reporting and spreadsheet analysis.
• Marketing coordination experience.
• HR or people operations experience.
• Experience creating SOPs and operational processes.

Tech Stack & Tools

• Google Workspace
• Canva
• ChatGPT / Claude
• Project Management Tools
• Spreadsheets & Reporting Tools
• Internal Communication Platforms

What Does a Typical Day Look Like?

No two days look exactly the same.

You may find yourself:

• Supporting leadership with urgent operational priorities.
• Building reports and tracking company metrics.
• Drafting content and communications.
• Coordinating vendors and contract signatures.
• Assisting with onboarding activities.
• Managing administrative projects.
• Organizing travel and logistics.
• Creating presentations and marketing assets.
• Solving operational challenges that arise throughout the day.
• Learning new tools and processes to support the business.

In essence: you are responsible for helping the company stay organized, efficient, and responsive by owning a wide variety of projects and ensuring nothing falls through the cracks.

Key Metrics for Success (KPIs)

• Project completion accuracy and timeliness.
• Responsiveness and communication speed.
• Task turnaround time.
• Operational efficiency improvements.
• Reporting accuracy.
• Follow-through on assigned initiatives.
• Quality and consistency of work.
• Internal stakeholder satisfaction.
• Ability to manage multiple priorities effectively.

Why Join Us?

• Fully remote work environment.
• Work directly with experienced company leadership.
• High level of ownership and autonomy.
• Exposure to multiple areas of business operations.
• Opportunity to learn rapidly and grow professionally.
• Collaborative and entrepreneurial company culture.
• Meaningful impact on a growing organization.

Interview Process

1. Initial Application Review
2. Intro Video
3. Client Interview
4. Offer & Onboarding