Executive Assistant (Operations & Hiring)
Philippines / South Africa
VA/EA – Operations /
Executive Assistant / Full- Time /
Remote
About the Role
We’re looking for a senior Executive Assistant who combines classic EA excellence (calendar, inbox, travel, expenses, comms) with hands-on project management and team build-out across multiple locations. You’ll be the CEO’s right hand—driving timelines for new-store openings, creating structure and SOPs, and owning frontline hiring/onboarding (front desk & spa managers) to replicate success market by market.
What You’ll Own
Executive Support
● Manage complex calendar, email triage, meeting prep/follow-ups, briefing docs, and priorities for the CEO.
● Coordinate travel, expense reports, vendor and partner communications with executive polish and discretion.
Project & Operations Management
● Facilitate the building and running of project plans for new location launches (permits/GC/vendor milestones, pre-opening checklists, staff ramp, go-live readiness).
● Track KPIs, risks, decisions, and dependencies; keep owners accountable; escalate early.
● Stand up scalable SOPs, naming conventions, file hygiene, and knowledge bases for repeatability.
Hiring, Onboarding & Team Enablement
● Source, screen, and schedule candidates for front desk and spa manager roles in new markets.
● Coordinate reference checks, offers, and start dates; run day-1 checklists and 30/60/90 plans.
● Partner with managers on engagement, check-ins, and early performance signals; help refine org charts and role clarity.
Process & Systems
● Create simple dashboards and recurring reports for leadership.
● Improve workflows across G Suite/Drive, project tools, and communication norms; maintain version-controlled docs and SOP libraries.
● Safeguard sensitive operational documents; follow secure sharing and access practices.
What Success Looks Like (90–180 Days)
- Repeatable store-opening playbook in place; milestones hit on time with clear owners.
- Hiring funnel stood up for new markets with time-to-fill and quality-of-hire trending down.
- CEO’s admin load reduced (inbox zero cadence, reliable briefs, meetings run on rails).
- Core SOPs and folder structures standardized across markets.
Must-Have Qualifications
- 3–5+ years supporting a senior exec (EA/Operations/Chief-of-Staff-adjacent) withproven project management impact.
- Hands-on hiring coordination experience (posting, screening, scheduling, references, offers, onboarding).
- Strong, assertive communicator who can drive decisions and deadlines across busy teams.Systems builder: comfortable creating SOPs, checklists, trackers, and lightweight dashboards.
- High discretion with sensitive info; disciplined document hygiene and secure sharing.
- Excellent written/spoken English; confident executive presence on calls and email.
- Tools: Google Workspace (Gmail/Calendar/Docs/Sheets/Drive), Slack, and a project tool (Asana/Trello/ClickUp/Notion, etc.).
Nice to Have
- Multi-site retail/hospitality/health & wellness experience (store openings or rollouts).
- Experience coordinating with construction/GC/vendors, permits, or pre-opening checklists.
- Basic HR admin familiarity (ATS like Indeed/LinkedIn/Workable, onboarding packets, 30/60/90s).
- Light reporting skills in Sheets (filters, pivot tables, lookups) for KPI tracking.
$800 - $1,100 a month
Hours: Full-time, strong PST overlap; some flexibility for critical path deadlines.
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.