Executive Operations Assistant

Job not on LinkedIn

🔥 0 minutes ago

🇵🇭 Philippines – Remote

💵 $1k - $1.5k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

⚙️ Operations

👻 Ghost score 11%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Agent

WebsiteLinkedInAll Job Openings

1 - 10 employees

🤝 B2B

🎯 Recruiter

B2B • Recruitment

Agent is a staffing and recruiting company that focuses on helping businesses hire top-tier, specialty, and senior talent from around the globe. With expertise in recruitment, outsourcing, remote outsourcing, and virtual staffing, Agent provides solutions tailored to meet the diverse hiring needs of its clients.

📋 Description

• Manage and organize the CEO's inbox by filtering, prioritizing, flagging urgent matters, and drafting responses when appropriate • Manage the CEO's calendar and schedule, coordinating meetings, vendor engagements, and other commitments • Maintain daily and weekly task lists and priorities for the CEO • Conduct regular check-ins with the CEO to review priorities, outstanding items, deadlines, and deliverables • Serve as a central communication point between the CEO, clinic teams, vendors, accountants, and external partners • Manage communications through Google Workspace, Microsoft Outlook, Slack, and Microsoft Teams • Handle confidential and sensitive business information discreetly • Coordinate administrative and operational activities across the company's clinic locations • Track projects, action items, deadlines, and deliverables to ensure follow-through • Support special projects, operational research, and ad-hoc initiatives • Coordinate with internal teams and external partners to complete tasks accurately and on time • Identify operational issues, research solutions, and recommend next steps • Create, organize, and maintain standardized processes and workflows • Assist in developing and documenting approximately 15–20 SOPs • Prepare documentation and supporting information for semi-monthly payroll processing for CEO review and approval • Gather and verify employee timecard information and payroll inputs • Assist with provider incentives, bonuses, and payroll-related information • Track incoming vendor invoices and verify amounts, services, and payment terms • Maintain visibility into accounts payable and upcoming payment schedules • Coordinate with external accountants and financial service providers • Maintain organized financial and administrative records • Coordinate with external vendors and service providers, including accountants, facilities and maintenance contractors, software providers, and inventory partners • Follow up on outstanding requests, invoices, service issues, and deliverables • Maintain vendor information, contracts, communications, and issue records • Monitor inventory usage and maintain accurate records in internal inventory systems • Assist with inventory audits, tracking, and operational reporting • Organize cloud-based documents and business information • Maintain administrative systems and ensure information is accurate, current, and accessible • Support additional operational and administrative initiatives as needed

🎯 Requirements

• 3+ years of experience in an Executive Assistant, Virtual Assistant, Operations Assistant, Operations Coordinator, or similar role • Experience supporting a C-suite executive, business owner, multi-location operation, or fast-growing company • Exceptional attention to detail, particularly with financial, payroll, vendor, or confidential information • Strong problem-solving and prioritization skills; ability to work independently and make sound decisions • Excellent written and verbal English communication skills • Strong organizational skills and ability to manage multiple priorities and shifting deadlines • Ability to communicate professionally with external vendors, accountants, and service providers • Demonstrated ability to handle confidential information with discretion and sound judgment • Highly adaptable and able to learn new software, systems, and business processes quickly • Strong proficiency with common productivity and communication tools • Experience with some or all of Google Workspace/Google Suite, Microsoft Outlook, Slack and/or Microsoft Teams, payroll or financial administration software, cloud-based document management systems, inventory management systems, password management tools, and AI productivity tools is preferred • Experience with Gusto or a similar US payroll platform • Experience preparing or supporting US payroll • Background in healthcare, medical aesthetics, retail, franchise, or multi-location operations • Experience working with US-based companies, vendors, or executives • Experience creating or maintaining SOPs and operational documentation • Experience with accounts payable, invoicing, or vendor management • Ability to work Monday–Friday, 9AM–5PM US Central Time • English-formatted resume required

🏖️ Benefits

• Remote work arrangement • Potential for expanded responsibilities and career growth • Independent contractor flexibility, with responsibility for own equipment, taxes, and benefits