Operations Assistant

Role Overview

We are hiring an organized and proactive Operations Assistant to support a growing business with both administrative and operational execution. This role is designed to keep day-to-day work moving smoothly, help manage priorities, and strengthen communication with people inside and outside the company.

We are looking for someone who is comfortable juggling scheduling, coordination, operational follow-through, and light finance work. The right candidate will be detail-focused, highly dependable, and able to contribute in a fast-moving, founder-led environment.

Important: This position is not a standard Executive Assistant role. It is better suited to someone who can operate as a mix of Executive Assistant and Operations Coordinator, helping drive work forward rather than only handling routine admin tasks.

Compensation Note

The salary for this role has not been set yet. Applicants are asked to share their expected compensation based on their background and experience in the application form, and this will be considered during discussions.

Responsibilities

• Keep the executive inbox organized by sorting messages, highlighting priorities, and drafting replies when needed.
• Coordinate calendars, meetings, and appointments to ensure schedules run efficiently.
• Draft meeting agendas, monitor action items, and follow up to make sure deliverables are completed.
• Support prioritization and task tracking for important business initiatives.
• Arrange files, documents, and shared drives so information is easy to locate and collaborate on.
• Support communication between internal teams and outside partners.
• Help track projects and follow up on operational tasks.
• Keep documentation and internal processes well structured and up to date.
• Assist with workflow coordination across active projects.
• Handle monthly data gathering from brand contacts, including initial follow-up on missing files in coordination with leadership.
• Support monthly invoicing and billing tasks.
• Maintain basic records in QuickBooks.
• Manage the commission process from start to finish, including pulling monthly reports, matching invoices, issuing commissions, tracking payments, and reconciling records.
• Help prepare documents needed for client billing and reporting.
• Provide telesales assistance by reaching out to prospects.
• Update CRM records and monitor sales activity.
• Assist with lead generation and follow-up communication.

Requirements

• At least 3 years of experience as an Executive Assistant, Operations Assistant, or Coordinator.
• Strong ability to organize work and manage time effectively.
• Clear written and verbal communication skills.
• Prior support for senior executives is strongly preferred.
• Ability to work with confidential information responsibly.
• Comfort handling several priorities at once in a fast-paced setting.
• Experience with QuickBooks for basic invoicing and tracking is preferred.
• Familiarity with CRM platforms such as Salesforce or HubSpot is preferred.
• Working knowledge of Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive.
• Experience using Microsoft 365 and Outlook.
• Exposure to project management tools such as Asana, ClickUp, Notion, or similar platforms.
• Strong ownership, follow-through, and a solutions-oriented mindset.

Additional Information

This opportunity is based in Manila, National Capital Region, Philippines. The job is listed as full-time and onsite. The source provided a work-from-home title, but the stated location and employment details indicate onsite work.

No fixed salary has been disclosed, and candidates are expected to provide their compensation expectations during the application process.