Executive Operations Assistant

Job description

**Job Title:** Executive Operations Assistant **Employment Type:** Full-Time, Remote **Working Hours:** Monday - Friday, 9AM - 5PM US Central Time **Compensation:** $1,000–$1,500 USD/month (based on experience) **Location:** Philippines **About the Company** Our client is a rapidly growing medical aesthetics franchisee operating two Dallas-area locations while also serving as an Area Representative for a national network of 65+ locations across the United States. The business is expanding quickly and is looking for a highly organized, proactive **Executive Operations Assistant** to provide direct support to the CEO and help keep day-to-day operations running smoothly. **About the Role** The **Executive Operations Assistant** will serve as a key operational partner to the CEO, going beyond traditional administrative support. This role combines **executive assistance, operations coordination, project management, financial administration, vendor coordination, and process documentation**. The ideal candidate is sharp, highly detail-oriented, proactive, and comfortable managing multiple priorities in a fast-moving environment. You should be someone who can take a task from instruction to completion, identify potential issues before they become problems, and keep the CEO informed without requiring constant follow-up. As the company continues to grow, this position offers strong potential for expanded responsibilities and career growth. **Key Responsibilities** ### **Executive Support & Communication** - Manage and organize the CEO's inbox by filtering, prioritizing, flagging urgent matters, and drafting responses when appropriate. - Manage the CEO's calendar and schedule, coordinating meetings, vendor engagements, and other commitments. - Maintain daily and weekly task lists and priorities for the CEO. - Conduct regular check-ins with the CEO to review priorities, outstanding items, deadlines, and deliverables. - Serve as a central communication point between the CEO, clinic teams, vendors, accountants, and other external partners. - Manage communications across platforms including Google Workspace, Microsoft Outlook, Slack, and Microsoft Teams. - Handle confidential and sensitive business information with a high level of discretion. ### **Operations & Project Coordination** - Coordinate day-to-day administrative and operational activities across the company's clinic locations. - Track projects, action items, deadlines, and deliverables to ensure follow-through. - Support the CEO with special projects, operational research, and ad-hoc initiatives as business priorities change. - Coordinate with internal teams and external partners to ensure tasks are completed accurately and on time. - Identify operational issues, research potential solutions, and proactively recommend next steps. - Help create, organize, and maintain standardized processes and workflows across the business. - Assist in developing and documenting approximately 15–20 Standard Operating Procedures (SOPs). ### **Payroll & Financial Administration** - Prepare documentation and supporting information for semi-monthly payroll processing, subject to CEO review and approval. - Gather and verify employee timecard information and ensure payroll inputs are complete and accurate. - Assist with calculating and organizing provider incentives, bonuses, and other payroll-related information. - Track incoming vendor invoices and verify amounts, services, and payment terms. - Maintain visibility into accounts payable and upcoming payment schedules. - Coordinate with external accountants and financial service providers as needed. - Maintain organized records of financial and administrative documentation. ### **Vendor & Service Partner Coordination** - Serve as an administrative point of contact for external vendors and service providers. - Coordinate with accountants, facilities and maintenance contractors, software providers, inventory partners, and other business vendors. - Follow up on outstanding requests, invoices, service issues, and deliverables. - Maintain organized records of vendor information, contracts, communications, and ongoing issues. - Communicate professionally with external partners on behalf of the CEO when appropriate. ### **Inventory & Administrative Operations** - Work with internal inventory management systems to monitor usage and maintain accurate records. - Assist with inventory audits, tracking, and operational reporting. - Organize cloud-based documents, records, and business information. - Help maintain administrative systems and ensure information is accurate, current, and easy to access. - Support other operational and administrative initiatives as needed. **Requirements** **Must Have** - **3+ years of experience** in an Executive Assistant, Virtual Assistant, Operations Assistant, Operations Coordinator, or similar role. - Experience supporting a **C-suite executive, business owner, multi-location operation, or fast-growing company**. - Exceptional attention to detail, particularly when working with financial, payroll, vendor, or confidential information. - Strong problem-solving and prioritization skills, with the ability to work independently and make sound decisions. - Excellent written and verbal English communication skills. - Strong organizational skills and the ability to manage multiple priorities and shifting deadlines. - Comfortable communicating professionally with external vendors, accountants, and service providers. - Demonstrated ability to handle confidential information with discretion and sound judgment. - Highly adaptable and comfortable learning new software, systems, and business processes quickly. - Strong proficiency with common productivity and communication tools. **Tools & Technology** Experience with some or all of the following is preferred: - **Google Workspace / Google Suite** – Gmail, Google Calendar, Google Drive, and Google Docs/Sheets. - **Microsoft Outlook** – email and calendar management. - **Slack and/or Microsoft Teams** – internal and external communication. - **Payroll or financial administration software** – experience preparing or organizing payroll information is preferred. - **Cloud-based document management systems** – maintaining organized digital records and documentation. - **Inventory management systems** – experience tracking inventory, usage, or operational data. - **Password management tools** such as LastPass or similar platforms. - **AI and productivity tools** such as ChatGPT or Claude for drafting, research, documentation, and workflow efficiency. **Nice to Have** - Experience with **Gusto** or a similar US payroll platform. - Experience preparing or supporting US payroll. - Background in healthcare, medical aesthetics, retail, franchise, or multi-location operations. - Experience working with US-based companies, vendors, or executives. - Experience creating or maintaining SOPs and operational documentation. - Experience with accounts payable, invoicing, or vendor management. **What We're Looking For** We're looking for someone who is: - **Proactive:** You don't wait to be told about every next step. - **Highly organized:** You can keep multiple priorities, deadlines, and stakeholders on track. - **Detail-oriented:** You understand that small errors in payroll, invoices, or executive communications can have significant consequences. - **Resourceful:** You can research problems, find answers, and propose solutions independently. - **Adaptable:** You can quickly shift between executive support, payroll, vendor coordination, and special projects. - **A strong communicator:** You can communicate clearly and professionally with both internal teams and external partners. - **Trustworthy:** You can handle confidential financial, payroll, operational, and business information responsibly.