Operations Assistant

3 days ago

Manila, National Capital Region, Philippines Marketect Full time
The Role:

JOB RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

  • Provide administrative support to the Director of Operations with duties related to coordinating appointments (including calling and coordinating with US-based companies), managing calendars, attending meetings to provide minutes and follow-up reminders/support, and coordinating communication to keep multiple priorities aligned.
  • Manage professional and personal scheduling for the Director of Operations, including agendas, mail, email, calls, travel arrangements, client management, etc.
  • Maintain the Director of Operations calendar thoughtfully and purposefully, ensuring meetings contain the appropriate attendees and agenda items, and any changes are made with full consideration of a nationwide/worldwide team spanning multiple time zones.
  • Support team leadership with performance reviews and planning documentation.
  • Support the onboarding of new leads and clients for recruiting, including managing tracking and reporting.
  • Support our Director of Operations with task tracking in Trello, Zoho CRM, time tracking, attendance, daily recaps, and weekly scorecards.
  • Set up the onboarding of new team members, including setting up new accounts, creating proper channels in Slack as needed, adding them to Trello (our project management system), etc.
  • Mobilize Trello cards for the team monthly and as needed.
  • Manage our project management system, including setting up the monthly workflows, overseeing weekly productivity, and reporting on any issues.
Ideal Profile:

ADDITIONAL RESPONSIBILITIES:

  • Process Improvement and Documentation
  • Assist in documenting standard operating procedures (SOPs) for various operational tasks.
  • Identify inefficiencies in workflows and propose process improvements.
  • Reporting & Data Analysis
  • Assist in generating reports related to operational performance, recruitment, and other key metrics.
  • Track and analyze data from Trello, Zoho CRM, time tracking, and performance scorecards to provide insights.
  • Event and Meeting Coordination
  • Assist in organizing company events, team meetings, or webinars.
  • Handle logistics such as venue booking, virtual meeting setup, and guest coordination.
  • Expense and Budget Tracking
  • Assist in monitoring expenses related to operations, travel, or events.
  • Process reimbursements and maintain financial documentation.
  • System Support
  • Act as the first point of contact for minor IT or system-related troubleshooting (e.g., Trello, Zoho CRM, Slack, time tracking tools).
  • Coordinate with IT support for larger issues.
  • Team & Culture Support
  • Help maintain a positive company culture by coordinating internal communications, team-building initiatives, and morale-boosting activities.

EXPERIENCE AND SKILLS REQUIRED:

  • 2+ years of experience as an Administrative Assistant or Executive Assistant; C-suite experience is a huge plus.
  • Demonstrate a solid typing WPM (ideally 55 wpm+).

TECH REQUIREMENTS:Computer: at least i5 or equivalent with 8GB RAM.Internet Speed: At least 50 MBPS download speed.

Job Type: 40 hours/week Full-time (The role will start 20 hours/week for the first 2-3 weeks)Schedule: 9am-5pm cst Mon - Fri (1pm-5PM CST to start), 10pm -6am PHT Mon - Fr (2am - 6am PHT to start)Salary Range: P30,000-40,000 full-time monthly, depending on experience.

What's on Offer?
  • Internet Allowance
  • Generator bonus
  • Paid Time off
  • 13th Month Pay

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