Operations Assistant

We're Hiring: Operations Assistant

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C1 English level is required. The selected candidate will be speaking strictly in English during their entire shift.

Please submit your resume and an audio recording in English.

• Job Title: Operations Assistant
• Job ID: BOBGOL1
• Industry: Remote-first, technology-enabled manufacturing & e-commerce (Luxury / High-End Brands)
• Location: LATAM / South Africa
• Job Type: Full Time
• Work Schedule: Between 7:00 AM – 6:00 PM PST (exact shift assigned)
• Salary: $8 – $10 per hour
• Target Start Date: ASAP

About the Client

Our client is a globally distributed, remote-first company with over 70 team members worldwide and more than 15 years of experience operating remotely. The business supports luxury and high-end brands through technology-enabled manufacturing and e-commerce solutions.

As the company continues to scale, strong internal operations, documentation, and cross-functional coordination are essential. The Head of Operations leads internal programs, vendors, and strategic initiatives and is now looking for a trusted Operations Assistant to help drive execution and keep initiatives moving forward.

About the Role

This is a long-term, full-time role supporting the Head of Operations and CEO as a project coordination and operations partner.

The Operations Assistant will act as the connective tissue between strategy and execution—tracking action items, maintaining documentation, coordinating across teams, and ensuring deadlines are met. This is not a traditional virtual assistant role.

The ideal candidate is proactive, structured, and comfortable operating independently in a fast-moving, cross-functional environment.

Key Responsibilities

Executive Support and Follow-Up
• Track action items from executive meetings
• Follow up with leadership to ensure deliverables stay on schedule
• Proactively identify blockers and risks

Project Coordination
• Support cross-team initiatives and internal projects
• Track milestones and timelines
• Remove technical or administrative blockers

Knowledge Management
• Maintain and organize the company intranet in Notion
• Ensure SOPs, policies, and procedures are current and accessible

Metrics and Reporting
• Support company scorecard management
• Follow up with teams to ensure weekly KPIs and metrics are updated

Administrative Operations
• Coordinate complex executive scheduling involving 6+ stakeholders
• Take detailed meeting notes and distribute action items

Presentations and Surveys
• Build and format slide decks using existing templates
• Create and distribute internal surveys

Qualifications and Skills

Required Experience
• Background in operations, project coordination, or executive support
• Experience in e-commerce, SaaS, or luxury/high-end brands within startup environments
• Advanced working knowledge of Google Workspace (Docs, Sheets, Slides)
• Strong spreadsheet skills (formulas, dashboards, tracking)
• Experience working with executive teams
• Comfortable collaborating across time zones and distributed teams
• Strong organizational skills and attention to detail

Strongly Preferred
• High-level experience with Notion
• Familiarity with ClickUp
• Proficiency using AI tools to improve workflows and productivity
• Experience using Slack for professional communication

Soft Skills and Personality Fit
• Fast learner who adapts well to change
• Strong sense of ownership with minimal supervision
• Comfortable following up and holding others accountable
• Clear, direct, and professional communicator with executives
• Critical thinker who identifies issues and proposes solutions
• Detail-oriented while maintaining a big-picture mindset
• Able to manage multiple projects and shifting priorities
• Proactive about improving processes and documentation
• Exercises sound judgment and autonomy

This role is ideal for someone who wants to be deeply embedded in operations, work closely with leadership, and grow alongside a scaling global business.