Job Title: Executive Operations Assistant
Employment Type: Full-Time, Remote
Working Hours: Monday - Friday, 9AM - 5PM US Central Time
Compensation: $1,000–$1,500 USD/month (based on experience)
Location: Philippines
About the Company
Our client is a rapidly growing medical aesthetics franchisee operating two Dallas-area locations while also serving as an Area Representative for a national network of 65+ locations across the United States.
The business is expanding quickly and is looking for a highly organized, proactive Executive Operations Assistant to provide direct support to the CEO and help keep day-to-day operations running smoothly.
About the Role
This position serves as the primary operational and executive support to the CEO across two growing clinic locations. It goes beyond standard administrative tasks to encompass active workflow management, process organization, and proactive project coordination.
The ideal candidate is a proactive, sharp, and detail-driven professional who thrives when managing shifting priorities. You will act as a centralized liaison, streamlining executive communications, organizing sensitive financial workflows, and building standardized operating systems to keep clinic operations running smoothly. As the business expands, this position offers high visibility and long-term potential for broader responsibilities.
Key Responsibilities & Core Workflows
Executive Support & Communication Management
Executive Inbox Governance: Exercise delegated authority over executive email channels; systematically filter, triage, prioritize, and draft responses to operational inquiries, vendor communications, and urgent matters.
Calendar & Schedule Optimization: Oversee executive calendar management, aligning internal staff schedules, vendor engagements, and high-level strategic meetings without overlapping commitments.
Operational Alignment: Conduct daily and weekly briefings with the CEO to map priorities, formulate actionable task trajectories, and review deliverable status.
Operational & Project Coordination
SOP Documentation & Standardization: Assist in developing, structuring, and maintaining 15–20 new Standard Operating Procedures (SOPs) to enhance operational efficiency across practice teams.
Ad-Hoc Special Projects: Oversee cross-functional administrative projects, conduct operational research, and drive targeted initiatives as business priorities shift.
Cross-Functional Communication: Act as a central administrative anchor, ensuring smooth alignment between field operations, practice teams, and leadership.
Financial & Vendor Administration
Payroll Preparation & Audit: Facilitate semi-monthly payroll cycles; gather timecard data, verify entries, and calculate monthly provider incentive and bonus structures prior to executive authorization.
Accounts Payable & Invoicing: Track incoming vendor invoices, verify service terms, manage payment schedules, and maintain detailed visibility into accounts payable prior to disbursement.
Vendor & Service Partner Management: Function as the primary administrative point of contact for external accountants, facilities maintenance contractors, and software solution providers.
Inventory Monitoring: Interface regularly with internal inventory management software to audit usage trends, maintain records, and generate operational reports.
Requirements
Must have
Minimum 3+ years of experience in an Executive Assistant or Operations Support capacity supporting C-suite executives, multi-unit retail operations, or U.S.-based healthcare/aesthetic enterprises.
Exceptional Attention to Detail: Essential for managing sensitive financial inputs, tracking vendor invoices, and executing semi-monthly payroll runs with zero-tolerance for accuracy errors.
Problem-Solving & Prioritization Skills: Ability to handle ambiguity, react quickly to shifting requirements, learn new business concepts rapidly, and manage tasks independently.
Top-Tier Communication: Fluent, clear, and professional written and spoken English suitable for communicating with external service providers, accountants, and vendors.
Discretion & Security Mindset: Proven maturity in handling highly sensitive data, including company financial records, payroll figures, and proprietary credentials.
Communications Platforms: Google Workspace, Microsoft Outlook and Slack.
Payroll & Finance Software: Experience with US payroll systems or strong transferable payroll preparation skills.
Operational Tools: Knowledge of password management software (e.g., LastPass), cloud document management, and inventory tracking tools.
AI/Efficiency Tools: Comfort utilizing modern productivity and AI tools (e.g., Claude, ChatGPT) to assist in drafting documentation and streamlining processes is welcomed.
Nice to have
Experience with Gusto (or similar user-friendly US payroll systems) is a strong plus!
Skills Required
- 3+ years of experience in an Executive Assistant, Virtual Assistant, Operations Assistant, Operations Coordinator, or similar role
- Experience supporting a C-suite executive, business owner, multi-location operation, or fast-growing company
- Exceptional attention to detail when handling financial, payroll, vendor, or confidential information
- Strong problem-solving, prioritization, and independent decision-making skills
- Excellent written and verbal English communication skills
- Strong organizational skills and ability to manage multiple priorities and shifting deadlines
- Professional communication skills with external vendors, accountants, and service providers
- Ability to handle confidential information with discretion and sound judgment
- Adaptability and ability to learn new software, systems, and business processes quickly
- Strong proficiency with common productivity and communication tools
- Experience with Google Workspace, Microsoft Outlook, Slack, or Microsoft Teams
- Experience preparing or organizing payroll information using payroll or financial administration software
- Experience with Gusto or a similar US payroll platform
- Experience preparing or supporting US payroll
- Background in healthcare, medical aesthetics, retail, franchise, or multi-location operations
- Experience working with US-based companies, vendors, or executives
- Experience creating or maintaining SOPs and operational documentation
- Experience with accounts payable, invoicing, or vendor management
- Experience tracking inventory, usage, or operational data
What We Do
Agent recruits, vets, and places the perfect fit for your team, owning the recruitment cycle for clients.
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