Virtual Operations Specialist

3 days ago

San Juan, National Capital Region, Philippines beBeeOperational Full time ₱7,200 - ₱7,800

At Teamified, we are on a mission to build and manage remote teams for top enterprises and digital native businesses. We strive to deliver the best outcomes for our customers, partners, and people.

Job Description:

This is an exciting opportunity to serve as the operational cornerstone for our client, an independent growth and investment advisory company dedicated to AgriFood innovation. You will ensure the seamless execution of all business and client-facing operations by managing workflows, coordinating our unique Human-AI team, and maintaining our systems.

Your success will be measured by your ability to create leverage, increase the Managing Director's capacity for strategic work, and uphold a standard of operational excellence.

Key Responsibilities:

  • Executive Support & Operations (30%): Manage inbox, calendar, scheduling, and routine requests. Handle invoicing, expenses, and coordination with Xero.
  • Client & Project Coordination (30%): Oversee client onboarding, contracts, and project setup. Prepare intelligence briefings for workshops. Support trade mission logistics, partner engagement, and milestones.
  • Business Development & Marketing (10%): Maintain CRM and sales pipeline.
  • Knowledge & Process Improvement (5%): Maintain operations playbook and suggest improvements.

Requirements:

  • Experience: 3+ years as a remote Executive Assistant, Project Coordinator, or similar role, supporting senior executives/founders in fast-paced environments.
  • Operations & Client Support: Skilled in inbox/calendar management, travel logistics, invoicing (Xero), client onboarding, workshop prep, stakeholder coordination, and data room management.
  • Project & Deliverables: Experience coordinating trade missions/events, managing SOPs/playbooks, and handling client communications.
  • Ai & Tech Proficiency: Comfortable working with AI tools (Google Gemini/Gemma) for drafting, research, and workflow optimization.
  • Process-driven with strong organisational and time-management skills
  • Proactive, autonomous, and adaptable to new tools/AI systems
  • Detail-oriented with strong quality control mindset
  • Excellent communicator (fluent English) with discretion and integrity

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