Operations Assistant

Job Title: Operations Assistant

Location: Remote

Work Schedule: Monday to Friday, 9:00 AM - 5:00 PM (EST)

Employment Type: Full Time

About the Role

We are seeking a highly organized and proactive Operations Assistant to support the management of multiple businesses, client projects, and personal affairs. The ideal candidate will streamline daily operations, manage communications, and ensure efficient scheduling, allowing the executive to focus on strategic tasks and business growth. This role requires excellent communication skills, experience working with stakeholders, and the ability to think outside the box on behalf of management.

Responsibilities:

• Oversee and coordinate activities across multiple startups and client projects.
• Manage multiple Gmail accounts, Slack channels, document centers (Google Drive, Notion), and calendars.
• Schedule and coordinate meetings, utilizing Sembly.ai for recording and transcribing.
• Monitor and prioritize high volumes of daily emails (100+).
• Manage Slack communications to ensure timely responses and organization.
• Efficiently schedule meetings, balancing limited time slots with high demand.
• Organize and maintain two separate calendars, ensuring all appointments and commitments are up to date.
• Work alongside two project managers to support the day-to-day operations of four out of ten projects.
• Oversee and manage daily email correspondence, ensuring prompt and efficient responses.
• Draft and send clear, professional communications on behalf of management.
• Implement and maintain an organized email filing system for easy access to information.
• Collaborate with team members to streamline operational processes and improve email handling.
• Support ongoing operational initiatives by coordinating resources and information via email.

Requirements

• Proven experience in an administrative or operations support role.
• Excellent communication skills, with experience working directly with stakeholders.
• Exceptional organizational and multitasking skills.
• Proficiency in using Gmail, Slack, Google Drive, Notion, and calendar management tools.
• Ability to handle high volumes of email and prioritize effectively.
• Discretion and confidentiality in handling personal and professional information.
• Ability to work independently and proactively in a fast-paced environment.
• Ability to think creatively and strategically on behalf of management.