Executive and Operations Assistant

Industry: Brand and Web Development Agency
Role: Executive and Operations Assistant
Purpose of the Role:
As an Executive and Operations Assistant, your role will involve closely collaborating with our client's executive team to ensure the smooth functioning of their business on a day-to-day basis. You will oversee various projects and assign tasks to team members while offering guidance and support to ensure all work is completed to a high standard. You must possess excellent organizational, communication, and leadership skills and a proven track record in managing complex projects to succeed in this role. This is a remote position, and we encourage applications from candidates who have experience working remotely, exhibit a strong work ethic, and have proven success working autonomously.
Core Responsibilities:
Operations Management:
• Oversee day-to-day operations, ensuring the smooth functioning of administrative tasks, procedures, and processes.
• Support basic and general bookkeeping needs.
• Identify and implement process improvements to enhance productivity and optimize resources.
• Continuously monitor operational performance, identify bottlenecks, and implement necessary measures to optimize processes.
• Streamline communication and workflow between different departments and teams to foster collaboration and achieve organizational goals.
• Manage project timelines, budgets, and deliverables to ensure successful
project outcomes.
• Be able to support and assist with various tasks as they come up.
Team Coordination:
• Coordinate and schedule meetings, track action items, and follow up on progress.
• Provide support and direction to members, and foster a positive and productive team environment.
Process Improvement:
• Proactively identify areas for improvement, cost reduction, and operational enhancement.
• Develop and document standard operating procedures (SOPs) to streamline operations and ensure consistency.
• Utilize data and metrics to measure performance, identify areas for improvement, and implement corrective actions.
• Collaborate with cross-functional teams to implement new systems and technologies that enhance operational efficiency.
Executive Assistance:
• Manage email and calendar for executives, including scheduling and prioritizing appointments, meetings, and events.
• Coordinate and confirm meeting schedules, including preparing meeting materials and agendas.
• Handle bill payments and expense tracking for executives.
• Utilize our database to pull leads and generate reports as needed.
• Collaborate with high-level founders to support their administrative needs. Maintain confidentiality of sensitive information and handle it with discretion. Perform general administrative tasks, including filing, copying, and document management.
Must-Have Tools Experience:
• Proficiency in WordPress and HubSpot.
• Strong familiarity with Google Suite (Google Slides, Sheets, Docs, Meet, Calendar, Gmail).
• Experience with Zoom and Slack.
Must-Have Skills:
• Ability to integrate effectively into a team.
• Strong communication and interpersonal skills.
• 5/5 English proficiency in both written and verbal communication.
• A clear and presentable background for video calls.
• Comprehensive understanding of the website process, QA, and launches, including knowledge of HubSpot and WordPress.
Nice-to-Have Skills:
• Quick adaptability to new platforms.
• Ability to communicate effectively with web developers.
• Basic understanding of Adobe Suite (InDesign, Illustrator) from a non-design perspective.
Availability: Full-Time (40 hours per week, 160 hours per month)
Schedule: 8:30 am PST - 4:30 pm PST
Field Experience Required? Yes
Years of Field Experience Required: 3+ years as an Executive and Operations Assistant.
To apply, please send us the shareable link to your CV. No CV/resume, no interview.
Happy job hunting!