Senior Executive Assistant / Operations Manager

Job Description

Work Setup: Remote Location: Philippines Schedule US Business Hours Employment Type: Full-Time About The Role We are looking for a Senior Executive Assistant / Operations Manager who can become a trusted right hand to our client, a business owner managing a growing remote operation. This is not a traditional administrative assistant role . We need someone who can take ownership of day-to-day operations, coordinate a remote team, communicate confidently with clients and leads, solve problems independently, and make sure important tasks and follow-ups never fall through the cracks. The ideal candidate is an experienced professional who has worked closely with an executive, business owner, or leadership team and has been trusted with responsibilities beyond scheduling, email management, and administrative support. Over time, this person will take increasing ownership of the business's day-to-day operations, allowing the owner to focus more heavily on sales, business development, and growth. Key Responsibilities 1. Operations & Team Leadership Oversee and coordinate day-to-day operational activities across the remote team. Keep team members accountable for assigned responsibilities, deadlines, and follow-through. Delegate tasks and coordinate multiple people or functions to keep work moving. Identify operational issues before they become larger problems and take appropriate action. Make sound day-to-day judgment calls without needing constant direction. Create structure and improve workflows, processes, and team efficiency. Follow up on incomplete or delayed tasks and ensure commitments are fulfilled. Serve as a reliable point of contact between the business owner and the remote team. Gradually take ownership of additional operational responsibilities as trust is established. 2. Customer & Lead Follow-Through Ensure leads, customers, inquiries, and opportunities are properly followed up with. Monitor CRM activity and make sure leads do not become neglected or forgotten. Handle customer and client communication professionally through phone, email, and other communication channels. Re-engage leads and customers when appropriate. Identify gaps in follow-up and proactively address them. Ensure customer issues are tracked through resolution. Maintain accurate notes, records, statuses, and next steps in the CRM. 3. Executive Support & Business Coordination Work closely with the business owner to help organize priorities and keep initiatives moving. Anticipate needs rather than waiting to be given instructions for every task. Prepare information, updates, and reports needed for decision-making. Track projects, priorities, deadlines, and outstanding action items. Help translate business priorities into actionable tasks for the team. Take ownership of routine operational decisions and escalate matters that genuinely require executive involvement. 4. Social Media & Marketing Support Assist with social media and marketing execution when needed. Coordinate content, scheduling, and basic marketing-related tasks. Support lead-generation and customer engagement initiatives. Help ensure marketing activities are followed through and connected to business objectives. 5. Technology & Systems Work confidently with CRM and business management systems. Maintain accurate information and activity within GoHighLevel or similar CRM platforms. Utilize communication tools such as RingCentral or similar VoIP systems. Work efficiently within Google Workspace. Identify opportunities to improve processes through automation and technology. Use ChatGPT and other AI tools meaningfully to improve productivity, research, documentation, communication, and workflows. What We’re Looking For The ideal candidate has senior-level experience and demonstrated ownership , not simply experience completing assigned administrative tasks. Strongly Preferred Backgrounds: Senior Executive Assistant / Executive Business Partner with operational ownership Operations Coordinator or Operations Manager who worked directly with an executive or business owner Senior EA with experience leading, delegating to, or coordinating remote team members Project Manager / Operations Manager with strong client-facing responsibilities Executive Operations or hands-on Chief of Staff experience Experienced EA who has progressively taken on business operations, team coordination, and decision-support responsibilities Required Qualifications: 3+ years of relevant experience in senior EA, operations, project management, executive support, or a similar role Demonstrated experience working directly with an executive, business owner, or leadership team Experience coordinating or managing people, preferably remote teams Strong organizational and follow-through skills Excellent written and spoken English Strong customer/client communication skills Ability to prioritize multiple competing responsibilities Strong judgment and problem-solving ability Comfortable making routine decisions independently Highly proactive and able to anticipate what needs to be done Strong technology skills and willingness to learn new systems quickly Technical Skills – Strong Advantage: GoHighLevel CRM systems RingCentral or similar VoIP platforms Google Workspace Automation tools ChatGPT / AI tools Project management and team collaboration platforms This Role Is NOT a Good Fit If You: Have primarily performed basic administrative or data-entry tasks Prefer to wait for instructions before taking action Have little or no experience coordinating people or operations Are uncomfortable communicating directly with customers or clients Require constant supervision or approval for routine decisions Have experience mainly in social media without substantial operations experience Are looking for a junior VA or purely administrative position What Success Looks Like Success in this role means becoming someone the business owner can fully trust with the day-to-day operation of the business . You will be successful when you can: Keep the team organized, accountable, and moving forward Identify and solve routine operational problems independently Make sure leads and customers receive timely follow-up Keep projects and priorities from falling through the cracks Communicate confidently with customers, team members, and leadership Improve processes and introduce better ways of working Reduce the amount of day-to-day operational involvement required from the business owner Gradually take more ownership of the business so the owner can focus on sales, growth, and strategic priorities Priority Areas Candidates will be evaluated primarily on: 1. Operations & Team Leadership 2. Customer/Lead Follow-Through & Re-Engagement 3. Social Media & Marketing Execution If you are an experienced EA or operations professional who is ready to move beyond simply completing tasks and become a true operational partner to a growing business, we would like to hear from you. To Apply: Please submit your updated resume and a brief summary of your experience working directly with an executive/business owner, including any experience with team leadership, operations, CRM systems, and client/customer communication