Offer summary

Qualifications:

Proven experience in creating and managing organizational systems., Strong ability to build structure in fast-paced environments., Excellent English communication skills, both written and verbal., Highly proactive, resourceful, and able to work independently..

Key responsibilities:

Design, implement, and refine organizational systems to improve efficiency.

Organize, prioritize, and respond to emails efficiently while acting as a liaison for stakeholders.

Assist with scheduling, meeting coordination, and follow-ups, preparing necessary documentation.

Maintain and optimize databases and ensure all systems are up to date and accessible.

Job description

This is a remote position.

Work Schedule:

35 paid hours per week
Monday to Friday; 6 AM to 1 PM Rolling Hills Estates, CA (PST)
Includes 1 hour unpaid break

About the Role:

We’re looking for a highly organized and detail-oriented Operations Executive Assistant to build and maintain efficient systems that keep our operations running smoothly. This role is perfect for someone who thrives in creating structure, optimizing workflows, and ensuring seamless communication—all while maintaining a fun and engaging work environment!

Key Responsibilities:

1. Organizational Infrastructure & Efficiency (Top Priority)

Design, implement, and refine organizational systems to improve efficiency.
Maintain and optimize databases, document management, and internal processes.
Ensure seamless coordination across teams by structuring workflows and SOPs.
Identify inefficiencies and propose solutions to streamline operations.
Keep track of key tasks, projects, and deadlines to ensure smooth execution.

2. Email & Communications Management

Organize, prioritize, and respond to emails efficiently.
Draft and proofread professional yet engaging communications.
Act as a liaison for internal and external stakeholders.
Maintain a structured approach to inbox and correspondence management.

3. General Administrative & Executive Support

Assist with scheduling, meeting coordination, and follow-ups.
Prepare reports, summaries, and documentation as needed.
Provide administrative support for daily operations and special projects.
Ensure all systems, tools, and documentation are up to date and easily accessible.

What We’re Looking For:

Proven experience in creating and managing organizational systems.
Strong ability to build structure in fast-paced or evolving environments.
Excellent English communication skills (written and verbal).
Highly proactive, resourceful, and able to work independently.
Fun, adaptable, and positive attitude—able to balance efficiency with a great team culture!