Operations Assistant (Part-time) - 20898

Role: Operations Assistant (Part-time)
Priority Location: Philippines, South Africa, LatAm
Working Hours: Monday-Friday, aligned with core business hours in US Eastern Time
Target Start Date: ASAP (Urgent Hiring)

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

The Operations Assistant will manage the firm's day-to-day administration, focusing on operating existing systems rather than building new ones. 

We are seeking a detail-obsessed professional who writes clean, brief English and is fluent in Gmail, Notion, and Sheets. You should be comfortable working alongside AI tools and possess prior experience running systems for others (e.g., as an Executive Assistant, Operations Coordinator, or Practice Manager).

Key Responsibilities:

• Inbox triage against a written rubric and scheduling the calls that pass it into batched slots, plus the decline and booking replies from approved templates.
• The standing follow-up list. Reply-by dates, unanswered threads, chasing people who said they would send something, invoice follow-ups on a polite schedule.
• Calendar defence. Keep the protected blocks, batch intro calls, flag days that are stacking before they harden.
• Keeping the task and deal boards honest in Notion. Rolling completed items, making sure every open item has a next action and a date.
• Paperwork and payments I currently do by hand. NDAs compiled and sent, invoices raised from the templates, ACH and Wise payments queued for my approval, receipts filed.
• Feeding our internal systems. Filing call transcripts, routing notes from Slack, capturing LinkedIn analytics at 24 hours and 7 days into the tracker.
• Podcast guest pipeline admin and event or travel logistics as they come up.

• Experience: Minimum of 2 years in administrative, operations, or office support roles. Previous experience managing systems for others (e.g., Executive Assistant, Operations Coordinator) is required.
• Technical Proficiency: Advanced fluency in Gmail, Notion, Google Drive, and Google Sheets.
• AI Literacy: Demonstrated ability to work effectively alongside AI tools (e.g., Claude Code) for drafting and process automation.
• Industry Knowledge: Experience in tech, private equity, or financial services environments is strongly preferred.
• Communication: Exceptional written and verbal English communication skills.
• Operational Excellence: Highly organized with keen attention to detail; capable of managing multiple priorities in a fast-paced environment.
• Autonomy & Ownership: Self-starter with a proactive approach to identifying tasks, taking ownership of responsibilities, and ensuring follow-through.
• Adaptability: Proven ability to learn new software/technology quickly and operate with minimal direct supervision.