Executive & Operations Assistant

Job Title: Executive & Operations Assistant

Location: Remote

Start Date: Immediate

Job Type: Full-Time (40 hours per week)

Job Summary

We are seeking a highly capable Executive & Operations Assistant to provide senior-level support to the Executive leadership team. This role focuses on reducing operational load, improving execution, and ensuring business activities run smoothly through strong executive support, calendar and inbox management, Asana-based workflow ownership, and operational coordination. The ideal candidate is highly organised, proactive, tech-savvy, and confident supporting executives in a fast-moving environment.

Key Responsibilities

Executive Support & Coordination

• Act as the primary point of contact for the Executive, screening communications, prioritising requests, and managing follow-ups
• Maintain professional communication on behalf of the Executive across email, messaging platforms, and internal tools
• Prepare executive summaries, briefing notes, and follow-up action lists
  
  

Calendar, Inbox & Meeting Management

• Manage complex Microsoft-based calendars, including meetings, deadlines, travel buffers, and personal commitments
• Schedule meetings across time zones, prepare agendas, confirm links or locations, and ensure the Executive is fully prepared
• Organise and manage inboxes using clear prioritisation systems, drafting responses, escalating urgent matters, and filtering non-essential communications
• Support meetings end-to-end, including agenda preparation, note-taking, minutes, and action tracking, ensuring all follow-ups are captured and completed
  
  

Task, Project & Workflow Management (Asana-Focused)

• Own and manage Asana as the central execution tool
• Build and maintain task templates, project templates, and automations
• Convert emails, meetings, and conversations into structured tasks with owners and deadlines
• Track priorities, approvals, and follow-ups across multiple initiatives
• Maintain clear visibility of progress for the Executive
  
  

Operations & Administrative Support

• Support account setup and administration, including internal systems, tools, and access management
• Assist with insurance handling, documentation, renewals, and record keeping
• Update and maintain forms, spreadsheets, trackers, and internal documentation
• Process receipts, expenses, invoices, and reports in coordination with finance
  
  

Stakeholder, Account & CRM Support

• Liaise with internal teams, clients, suppliers, and partners on behalf of the Executive
• Support account management and CRM upkeep, including HubSpot data entry, updates, and reporting assistance
• Ensure communications are timely, transparent, and aligned with executive expectations
  
  

Research, Data & Events Support

• Conduct online research to support business decisions and planning
• Perform data scraping and data organisation as required
• Assist with event coordination, including scheduling, logistics, bookings, and follow-ups
  
  

Qualifications

• Proven experience as an Executive Assistant, Operations Assistant, or Senior Administrative Support role
• Strong hands-on experience with Asana, including:
• Building templates
• Setting automations
• Managing workflows and task systems
• Proficiency with Microsoft tools (Outlook, Calendar, Excel, Word, Teams)
• Experience supporting calendar management, meetings, and executive workflows
• Familiarity with CRM systems, ideally HubSpot
• Strong digital literacy across cloud storage, collaboration tools, and online platforms
• Ability to work independently, manage competing priorities, and meet deadlines
  

Preferred Attributes

• High integrity - keeps their word and follows through
• Reliable and consistent, with strong ownership of responsibilities
• Takes pride in the quality and completeness of their work
• Patient and composed, even under pressure
• Clear, calm, and confident communicator
• Values transparency and honesty in communication
• Skilled at handling conflict and difficult conversations professionally and constructively
  
  

Application Process

To apply, please submit the following to [Confidential Information] and use the email subject Applicant: Executive & Operations Assistant

• Updated resume
• Cover letter
• 1-minute Introduction Video
• Photo of work set up at home
• Screenshot of laptop specs and speedtest
  
  

*Note: incomplete applications will not be considered

Pre-hiring Requirements: (Not mandatory at this stage, but great to have ready)

To Help Us Move Quickly Through The Hiring Process, It Would Be Beneficial If You Already Have The Following Available Or Prepared

• 3 Character references (should be your current / previous lead or manager)
• Valid copy of NBI Clearance (for Filipino candidates)
• Valid copy of Police Clearance Certificate (for non-Filipino candidates)