Executive Operations Assistant (Remote)

Full-Time

$1,000 – $2,000 (USD/Month)

Role Overview

HireMango is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Director of Operations. The successful candidate will play a pivotal role in ensuring that the Director’s day-to-day operations run smoothly, allowing them to focus on strategic initiatives and key business priorities. The Executive Assistant will also contribute to process optimization, project management, and the overall efficiency of the organization.

Responsibilities

Operations Support & Process Streamlining:

– Support for Operations:

     Serve as the main resource for the Director of Operations, managing daily operations and administrative tasks to maintain efficiency. Proactively address issues and support streamlined operations across departments.

– Communication & Workflow Optimization:

     Facilitate communication and workflows between departments, services, and platforms. Identify and resolve inefficiencies to optimize front-end (client-facing) and back-end processes.

– Operational Efficiency & Process Improvement:

     Lead efforts to enhance operational efficiency by identifying bottlenecks, reducing redundancies, and automating tasks. Regularly assess processes to align with business growth.

Project Management & Workflow Automation:

– Asana Expertise:

     Utilize Asana to create & manage workflows, automation, and task assignments, ensuring smooth execution and accountability.

– Project Tracking & Progress:

      Maintain project tracking systems to ensure alignment on deadlines and priorities. Monitor progress, resolve bottlenecks, and maintain team communication.

– Real-Time Problem Solving:

      Address project challenges in real time, adjusting workflows or reallocating resources as needed for timely completion.

Administrative Support for the Director:

– Schedule & Time Management:

      Manage the Director’s schedule, prioritize appointments, and coordinate meetings to optimize time management.

– Liaison & Communication:

      Serve as a communication liaison between the Director and stakeholders, handling confidential information with discretion.

– Travel & Event Coordination:

      Arrange complex travel logistics and coordinate office events, meetings, and conferences.

– Document & Presentation Preparation:

     Prepare, proofread, and organize materials to ensure the Director is prepared for all engagements.

SOP Development & Documentation:

– SOP Creation & Management:

     Collaborate with department heads to create and update SOPs that outline key processes, ensuring they are accessible and clear.

– Continuous Improvement:

     Regularly review and update SOPs to reflect process changes and best practices, ensuring relevance and effective use.

Qualifications

– Proven experience as an Executive Assistant or in a similar operations role.

– Strong organizational and time-management skills.

– Excellent communication and interpersonal abilities.

– Proficiency in Microsoft Office Suite, specifically Excel, and Google Sheets.

– Strong PowerPoint and Google Slides experience.

– High level of experience using Asana for project management is preferred.

– High level of discretion and ability to handle confidential information.

– Ability to multitask and adapt in a fast-paced environment.

Benefits

10 Paid local holidays

10 days PTO

Full-time, long-term role

HireMango support and coaching

Competitive pay

Software and Tools Used

Gsuite, Microsoft Suite, Asana