Operations Executive Assistant (Job ID: GREJAZ1EA)
🌟 Exciting Remote Opportunity! We're Hiring an Operations Executive Assistant! 🌟
Are you an operationally minded professional with obsessive attention to detail and strong back-office organization skills? We are seeking a high-caliber Operations Executive Assistant to build operational infrastructure and manage task execution for a premier business advisory firm specializing in elite professional and collegiate athletes!
🚨 IMPORTANT - Watch this quick Loom video on how to get hired: 🔗
🗣️ C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift. 🎙️ PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.
📋 Job Details at a Glance
Job Title: Operations Executive Assistant
Job ID: GREJAZ1EA
Industry: Business Advisory
Location: LATAM / South Africa
Job Status: Full Time
Work Schedule: Monday to Friday (PST)
Salary: $2,000 to $2,500 per month
Target Start Date: ASAP
🏢 About the Client
Our client is a high-growth business advisory firm specializing in wealth management, tax optimization, entity structuring, and financial administration for elite professional and collegiate athletes. Operating with a "general contractor" model, the firm oversees $100M+ in assets under management across nearly 60 high-net-worth clients—with each client typically maintaining 3 to 4 separate business entities.
The firm's advisory ecosystem is built on a Five-Bucket Architecture:
EARN: Contract & Career Gross Income Maximization
KEEP: Business Advisory, Entity Infrastructure, & Coordination
GROW: Public Equities & Long-Term Investment Wealth
MAKE: NIL, Brand Licensing, & Entrepreneurial Revenue
FILE: Data-Driven Accounting, Tax Compliance, & Financial Records
Driven by rapid expansion, the team operates on a modern, AI-integrated software stack and is entering a major operational scaling phase to standardize workflows ahead of their peak Q4/Q1 tax planning season.
💼 About the Role
The Operations Executive Assistant is a strictly back-office, non-client-facing role designed to build infrastructure, maintain operational visibility, and drive task execution across 20+ concurrent projects with shared resources. Working directly alongside the Operations Manager, this individual will bring structure, precision, and velocity to daily operations.
Your focus is entirely internal: maintaining complete data hygiene, filing email attachments into repositories before client meetings, extracting transcript action items, and ensuring seamless cross-segment connectivity. Success hinges on consistent, detail-oriented execution—casual or occasional performance is not acceptable.
🎯 Key Responsibilities
⚙️ 1. Internal Workflow Optimization & Tech Stack Management
Proactive Information Ingestion: Monitor incoming emails and communication channels to extract attachments, bank statements, and financial updates, filing them into designated Google Drive/Notion repositories before live client meetings.
Project Visibility & Shared Resources: Update and maintain internal fulfillment trackers, bank-status trackers, and vendor logs across 20+ active concurrent projects to maximize staff efficiency without headcount expansion.
Workflow Automation: Identify manual friction points and leverage AI tools (ChatGPT, Notion, Gemini) to automate daily tasks and streamline staff workload.
System Integration: Maintain data consistency across the tech stack: Gmail with Gemini, Notion, Google Drive, Slack, Mailchimp, Zoom, DocuSign, and QuickBooks.
📝 2. Meeting Intelligence & Daily Accountability
Transcription Processing: Extract key action items, tasks, and meeting notes from Zoom recordings and transcripts.
Action-Item Routing: Assign and track task completion across internal team members and external specialists (CPAs, attorneys, agents).
Daily Alignment: Utilize Cadence software for daily check-ins, top-priority logging, end-of-day recaps, and SOP tracking.
💰 3. Baseline Financial Operations & Document Upkeep
5-Bucket Vault Hygiene: Keep every client entity folder updated across all five buckets with relevant financial records, meeting minutes, required documents, and signed agreements.
Document Lifecycle Execution: Route signatures via DocuSign, archive signed contracts, and maintain tracking for outstanding documentation.
Baseline Bookkeeping: Perform baseline financial updates and document linking in QuickBooks across multiple entities per client.
✅ Qualifications & Skills
⭐ Core Requirements:
Obsessive Precision: Uncompromising standards for accuracy, tracking, and folder hygiene.
Operational Mindset: Built to organize, track, file, and connect operational dots independently without requiring micromanagement.
Back-Office Focus: Thrives on internal coordination, repository structure, and systematic data management rather than direct client communication.
Communication: Clear, effective written and spoken English. Accents (including Latin American or international) are fully welcomed for this back-office role.
Practical AI & Software Fluency: Skilled in using AI (ChatGPT, Gemini, Manus) and core workspace tools (Notion, Slack, Google Workspace, Cadence, QuickBooks) to maximize execution speed.
Structured Accountability: Ready to follow a structured 90-day onboarding milestone plan, weekly check-ins, and SOP building guidelines.
🚀 Submit your application today and take the first step toward your next great opportunity!
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