Operations Manager

We are seeking a proactive Operations Manager / Executive Assistant. This hybrid role will provide strategic operational oversight while delivering high-level administrative support to the clinic's founder a renowned doctor to elite clientele worldwide. The ideal candidate is not just an implementer but a systems-thinker, capable of creating, executing, and refining processes across the clinic's workflows. You will have core responsibility in managing accounting functions through QuickBooks, supporting the clinic's internal operations, and innovating administrative systems with AI tools and templates.

Key Responsibilities

Operations Management

• Design, implement, and continuously improve internal workflows and SOPs using Fandom (or other documentation tools).
• Create AI-powered templates for presentations, email sequences, PowerPoint decks, and internal communications.
• Develop formulas, trackers, and workflow automations for client care, scheduling, and reporting.
• Coordinate and align team operations with founder's strategic initiatives.
• Track and manage vendor contracts, operational expenses, and service quality metrics.

Accounting & Financial Management

• Manage QuickBooks: enter expenses, categorize transactions, prepare monthly P&L reports.
• Conduct bank and credit card reconciliations; monitor accounts for anomalies.
• Prepare tax documentation for CPA (including 1099s and deductible expenses).
• Handle vendor invoicing, payments, and track client billing follow-ups.
• Coordinate with billing partners and accountant to ensure up-to-date records. ‍ Executive & Personal Assistance
• Manage and optimize a complex calendar, balancing international patient schedules and focused work time.
• Organize domestic and international travel, including loyalty point management.
• Triage emails, draft responses, and flag high-priority items.
• Conduct online errands: appointment booking, gift purchasing, etc.
• Maintain task lists and assist with strategic planning cycles

‍ Executive & Personal Assistance

• Manage and optimize a complex calendar, balancing international patient schedules and focused work time.
• Organize domestic and international travel, including loyalty point management.
• Triage emails, draft responses, and flag high-priority items.
• Conduct online errands: appointment booking, gift purchasing, etc.
• Maintain task lists and assist with strategic planning cycles.

Qualifications

• 3+ years in operations management, preferably in health, wellness, or offshoring industries.
• Strong background in accounting, QuickBooks, and financial admin.
• Proven EA experience supporting high-level executives (medical/wellness field a plus).
• Experience creating SOPs, systems, and automation with tools like Notion, Fandom, Google Workspace, or Zapier.
• Proficiency in creating engaging AI-enhanced documents (e.g., ChatGPT + Canva + PowerPoint).
• Excellent command of English (both written and spoken).
• Highly organized, discreet, and self-directed with excellent follow-through.

Bonus Skills

• Experience in integrative, functional, or holistic medicine environments.
• Familiarity with tools such as Slack, Trello, Dubsado, Zoom.
• Basic graphic design (Canva) for decks and social assets.
• HIPAA awareness or experience in U.S.-based medical administration.

Time Zone: 8 AM – 5 PM EST (US Eastern) with flexibility

Job Type: Full-time

Pay: Php85, Php90,000.00 per month

Benefits:

• Health insurance
• Work from home

Application Question(s):

• How many years of experience do you have in operations management in health, wellness, or offshoring industries?
• Are you familiar with HIPAA awareness? or Do you have any experience in U.S.-based medical administration?

Work Location: Remote