Operations Assistant, Advanced Excel Proficiency

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November 19

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Catena

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HR Tech • Enterprise • Recruitment

Catena, now known as Pearl Talent, is a company that specializes in helping organizations hire top remote talent from overseas, primarily focusing on candidates from the Philippines and Latin America. They offer a rigorous vetting process to ensure they provide highly capable candidates equipped with modern software skills and fluent English proficiency. Pearl Talent provides two main hiring services: Managed Services, which handles compliance, payroll, and training, and Direct Placement for companies that manage hires internally. They focus on long-term retention and quality in their hiring processes, aiming to build high-performing remote teams for a range of industries including healthcare, real estate, and finance.

2 - 10 employees

👥 HR Tech

🏢 Enterprise

🎯 Recruiter

📋 Description

• Manage calendars, meetings, travel logistics, and expense reporting for operations leadership. • Prepare meeting agendas, record minutes, and track action items. • Maintain confidential files, personnel documents, and sensitive information. • Coordinate internal and external communications, including drafting correspondence. • Schedule cross-department meetings and manage video conferencing logistics. • Support project timeline tracking, milestones, and reporting. • Maintain project documentation and ensure version control across stakeholders. • Develop and update SOPs, workflows, and process documentation. • Coordinate document review cycles, approvals, and policy updates. • Monitor deadlines, flag risks, and prevent resource or scheduling conflicts. • Manage operational databases and CRM platforms. • Maintain rosters, staff lists, vendor records, and other key datasets. • Support system updates, troubleshoot issues, and manage access permissions. • Generate Excel-based dashboards, tracking sheets, and performance reports. • Assist in system implementations by supporting testing and training. • Serve as the primary point of contact during peak summer operations. • Log support tickets, track resolutions, and maintain communication logs. • Coordinate logistics including supplies, equipment tracking, shipping, and inventory. • Maintain emergency protocols and documentation. • Process incident reports, timesheets, and daily program updates. • Support partnership documentation, contract tracking, and invoice coordination. • Maintain organized files for university and program relationships. • Schedule partner meetings, distribute updates, and track requests. • Support administrative tasks for new program launches. • Track deliverables, compliance requirements, and renewal timelines. • Draft and distribute operational communications. • Maintain communication calendars and distribution lists. • Facilitate information flow across operations, enrollment, marketing, and finance. • Support Regional Directors with administrative and communication needs. • Maintain templates, FAQs, and knowledge resources. • Coordinate logistics for training sessions and operational meetings. • Manage registration processes and prepare training materials. • Track attendance and support virtual and in-person meeting facilitation. • Assist with purchase orders, vendor coordination, and expense documentation. • Track budget spending and support procurement workflows. • Process reimbursements and assist with financial record-keeping. • Identify opportunities to streamline operations and improve efficiency. • Maintain quality-control standards across workflows and documentation. • Support compliance reviews and operational audits. • Maintain checklists, templates, and tools for consistent program delivery.

🎯 Requirements

• Bachelor’s degree or equivalent experience in operations, administration, or related fields. • 1–3 years of administrative or operations experience in fast-paced environments. • Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, formulas, data cleaning, dashboards). • Strong organizational and time-management skills. • Excellent written and verbal communication skills. • Proficiency in Google Workspace and Microsoft Office. • Experience with CRM, project management tools, and database systems. • Ability to maintain accuracy, confidentiality, and attention to detail. • Adaptability to seasonal peak workloads and shifting priorities. • Background in education programs, youth development, or seasonal operations. (Nice-to-Have) • Experience supporting multi-site operations or distributed teams. (Nice-to-Have) • Familiarity with contract management and vendor coordination. (Nice-to-Have) • Experience with procurement or budget tracking. (Nice-to-Have) • Understanding of safety, compliance, or risk management processes. (Nice-to-Have) • Prior experience supporting project managers and cross-functional teams. (Nice-to-Have)

🏖️ Benefits

• Competitive Salary: Based on experience and skills • Remote Work: Fully remote—work from anywhere • Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency • Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting • Generous PTO: In accordance with company policy • Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees • Direct Mentorship: Guidance from international industry experts • Learning & Development: Ongoing access to resources for professional growth • Global Networking: Connect with professionals worldwide