Operational Excellence Specialist

1 week ago

Pagadian, Zamboanga Peninsula, Philippines beBeeVirtual Full time ₱7,200 - ₱7,800
Job Summary">">

A highly skilled Virtual Assistant is sought to provide seamless operational support, ensuring the smooth execution of business and client-facing operations. The ideal candidate will possess exceptional organizational skills, a proactive approach, and the ability to adapt to new tools and AI systems.

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  • Manage multiple workflows, coordinate human-AI teams, and maintain complex systems.
  • Ensure operational excellence by creating leverage, increasing the Managing Director's capacity for strategic work, and upholding high standards.
">

The successful candidate will be a detail-oriented individual with excellent communication skills, discretion, and integrity. They will thrive in a collaborative environment, embracing learning and growth opportunities across teams.

">Responsibilities">

Key responsibilities include:

">
  • Executive Support & Operations (30%): Manage inbox, calendar, scheduling, routine requests, invoicing, expenses, Xero coordination, domestic/international travel, trade missions, and SOPs via the Agile Operations Playbook.
  • Client & Project Coordination (30%): Oversee client onboarding, contracts, project setup, intelligence briefings, trade mission logistics, partner engagement, milestones, stakeholder networks, non-strategic client communication, AI output review, and presentation/report formatting.
  • Business Development & Marketing (10%): Maintain CRM, sales pipeline, and suggest improvements to existing processes.
  • Knowledge & Process Improvement (5%): Manage case studies, IP assets, and improve operations playbook.
">Requirements">

The ideal candidate should possess:

">
  • 3+ years of experience as a remote Executive Assistant, Project Coordinator, or similar role supporting senior executives/founders in fast-paced environments.
  • Experience in operations and client support, including inbox/calendar management, travel logistics, invoicing (Xero), client onboarding, workshop prep, stakeholder coordination, and data room management.
  • Project and deliverables experience, including coordinating trade missions/events, managing SOPs/playbooks, and handling client communications.
  • AI and tech proficiency, including working with Google Gemini/Gemma for drafting, research, and workflow optimization.
  • Business development and marketing experience, including maintaining CRM, pipeline management, and supporting thought leadership/marketing distribution.
  • Proficiency in Google Workspace, Notion, Miro, Superhuman, Zoom, Calendly, Zapier, Dex CRM, Xero, Canva, and process-driven organisational and time-management skills.
  • Proactive, autonomous, adaptable, detail-oriented, and an excellent communicator with discretion and integrity.
">What We Offer">

We offer:

">
  • Flexibility in work hours and location, focusing on managing energy rather than time.
  • Access to online learning platforms and a budget for professional development.
  • A collaborative, no-silos environment, encouraging learning and growth across teams.
  • A dynamic social culture with team lunches, social events, and opportunities for creative input.
  • Health insurance and leave benefits.
">

If you possess the required skills and are eager to contribute to our team's success, we encourage you to apply for this exciting opportunity.

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