Operations Assistant
A
PhilippinesFull-TimeMiddle
Salary not disclosed
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Job Details
- Experience
- 3+ years
- Required Skills
- SalesforceHubSpotGoogle WorkspaceAsanaQuickBooksNotion
Requirements
- 3+ years of experience as an Executive Assistant, Operations Assistant, or Coordinator
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- Experience supporting senior executives is highly preferred
- Comfortable handling confidential information
- Ability to manage multiple priorities in a fast-paced environment
- Experience with QuickBooks (basic invoicing and tracking)
- Experience with CRM systems such as Salesforce or HubSpot
- Experience with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
- Experience with Microsoft 365 / Outlook
- Experience with Project management tools (Asana, ClickUp, Notion, or similar)
- Highly organized and detail-oriented
- Proactive and solutions-focused
- Strong follow-through and accountability
Responsibilities
- Manage and organize the executive inbox, prioritizing emails and drafting responses when appropriate
- Maintain and coordinate calendar scheduling, meetings, and appointments
- Prepare meeting agendas, track action items, and follow up on deliverables
- Assist with prioritization and task management for key initiatives
- Organize files, documents, and shared drives for easy access and collaboration
- Coordinate communication with internal teams and external partners
- Assist with project tracking and operational follow-ups
- Maintain organized documentation and operational processes
- Support workflow management across ongoing projects
- Own monthly data collection from brand contacts, including first-pass follow-ups on missing files
- Assist with monthly invoicing and billing
- Maintain basic QuickBooks records
- Manage the commissions process end-to-end: pull monthly reporting, match invoices, issue commissions, track payments, and reconcile records
- Support documentation for client billing and reporting
- Provide telesales support, including outreach to prospects
- Assist with CRM updates and tracking sales activity
- Support lead generation and follow-up communications
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