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Operations Assistant
AuxOperations Assistant providing high-level administrative and operational support for a fast-growing business. Streamlining operations, managing priorities, and ensuring smooth communication with stakeholders.
About the role
Key responsibilities & impact- 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 (ongoing responsibility in collaboration with leadership)
- 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
Requirements
What you’ll need- 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
- Preferred Tools & Experience
- QuickBooks (basic invoicing and tracking)
- CRM systems such as Salesforce or HubSpot
- Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
- Microsoft 365 / Outlook
- Project management tools (Asana, ClickUp, Notion, or similar)
- Key Traits
- Highly organized and detail-oriented
- Proactive and solutions-focused
- Strong follow-through and accountability
Benefits
Comp & perks- Food Allowance
- Government Benefits
- 13th Month pay
- Work Equipment
- Night Differential if applicable (10% of hourly rate)
- 20 Leaves (after 6 months)
- Holiday pay (200% on Regular holidays; 130% on Special holidays)
- Overtime pay (max of 10.25 hrs/day)
- Referral bonus (P10,000 if referral passed and stayed with the company for 3 months)
- HMO (after 6 months)
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
calendar schedulingtask managementproject trackingdata collectioninvoicingbillingcommission managementCRM updateslead generation
Soft Skills
organizational skillstime managementwritten communicationverbal communicationconfidentialitymulti-priority managementdetail-orientedproactivesolutions-focusedaccountability