Executive Assistant (Operations)

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  "active_status": "active"
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{
  "language": "en",
  "location": {
    "raw": "Manila City, NCR, Philippines",
    "city": "Manila City",
    "region": "NCR",
    "country": "Philippines",
    "is_remote": true,
    "confidence": 0.8
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  "salary_min": null,
  "inferred_at": "2026-06-06T10:28:53.641Z",
  "launch_scope": {
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    "included": true,
    "location": {
      "raw": "Manila City, NCR, Philippines",
      "city": "Manila City",
      "region": "NCR",
      "country": "Philippines",
      "is_remote": true,
      "confidence": 0.8
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    "countries": [
      "Philippines"
    ]
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  "remote_policy": "remote",
  "salary_period": null,
  "workplace_type": "remote",
  "salary_currency": null
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{}

{
  "list_job": {
    "id": "148",
    "isRemote": null,
    "location": {
      "city": null,
      "state": null
    },
    "atsLocation": {
      "city": "Manila City",
      "state": null,
      "country": "Philippines",
      "province": "NCR"
    },
    "departmentId": "18612",
    "locationType": "1",
    "jobOpeningName": "Executive Assistant (Operations)",
    "departmentLabel": "OptiNizers Internal - Recruitment",
    "employmentStatusLabel": "Contractor"
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  "detail_job_opening": {
    "location": {
      "city": null,
      "state": null,
      "postalCode": null,
      "addressCountry": null
    },
    "datePosted": "2025-08-07",
    "atsLocation": {
      "city": "Manila City",
      "state": "NCR",
      "country": "Philippines",
      "countryId": "169"
    },
    "description": "<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Job Title: Remote HR Generalist</span></span></p>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Job Type: </span>Independent Contractor | Part-time (with potential to transition to Full-time)<br><br></span></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">About the Role:</span></p>\n<p><span style=\"font-size: 12pt\">A highly organized, proactive, and detail-oriented Executive Assistant is needed to support a business leader with a wide range of administrative, operational, and coordination responsibilities. This role focuses on helping manage daily workflows, supporting recruitment processes, maintaining internal systems, and assisting with operational initiatives that keep the organization running efficiently.<br><br></span></p>\n<p><span style=\"font-size: 12pt\">The Executive Assistant will play a key role in calendar and inbox management, recruitment coordination, team follow-ups, database organization, and project support. The role also involves assisting with CRM updates, training documentation, website coordination, and communication with internal team members and external partners.</span></p>\n<p><span style=\"font-size: 12pt\">Because the executive works across multiple initiatives—including recruitment, professional organizations, and operational leadership—the assistant will help ensure tasks stay organized, timelines are tracked, and follow-ups are completed consistently.<br><br></span></p>\n<p><span style=\"font-size: 12pt\">The ideal candidate is highly organized, tech-savvy, and comfortable working across multiple tools such as Airtable, Google Workspace, and CRM platforms. This role requires someone who is proactive, dependable, and capable of supporting a fast-moving executive environment.<br><br></span></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">Key Responsibilities:<br><br></span></p>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Calendar, Inbox &amp; Executive Administrative Support</span></span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Manage calendars, schedule meetings, and coordinate appointments to ensure efficient time management.</span></li>\n<li><span style=\"font-size: 12pt\">Organize and maintain inboxes, draft email responses, and send follow-up communications when needed.</span></li>\n<li><span style=\"font-size: 12pt\">Help ensure the executive is prepared for upcoming meetings and commitments.</span></li>\n<li><span style=\"font-size: 12pt\">Route client or support inquiries to the appropriate internal team member when necessary.</span></li>\n<li><span style=\"font-size: 12pt\">Support general administrative tasks that assist with daily operations.</span></li>\n</ul>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Recruitment &amp; Interview Coordination</span></span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Conduct first-round screening interviews for incoming job applicants.</span></li>\n<li><span style=\"font-size: 12pt\">Review resumes and evaluate candidate fit before progressing to the next stage of the hiring process.</span></li>\n<li><span style=\"font-size: 12pt\">Update the applicant tracking system (ATS) and maintain recruitment records.</span></li>\n<li><span style=\"font-size: 12pt\">Coordinate candidate communications and follow-ups throughout the hiring process.</span></li>\n<li><span style=\"font-size: 12pt\">Assist with interview scheduling and recruitment pipeline management.</span></li>\n</ul>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Operations, Systems &amp; Database Management</span></span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Maintain and update operational systems such as Airtable and other internal workflow tools.</span></li>\n<li><span style=\"font-size: 12pt\">Update trackers, Google Sheets, and internal databases to ensure information remains accurate and organized.</span></li>\n<li><span style=\"font-size: 12pt\">Assist with CRM management, including maintaining contact records and administrative updates.</span></li>\n<li><span style=\"font-size: 12pt\">Support implementation and organization of onboarding systems for new hires.</span></li>\n<li><span style=\"font-size: 12pt\">Identify opportunities to improve workflows and suggest systems that help reduce operational bottlenecks.</span></li>\n</ul>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Team Coordination &amp; Project Support</span></span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Follow up with team members to track project timelines and task completion.</span></li>\n<li><span style=\"font-size: 12pt\">Assist with coordination between internal team members, contractors, and vendors.</span></li>\n<li><span style=\"font-size: 12pt\">Support website development initiatives by coordinating with developers and tracking progress.</span></li>\n<li><span style=\"font-size: 12pt\">Monitor tasks, flag missing information, and help ensure projects move forward efficiently.</span></li>\n</ul>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Training Materials &amp; Process Documentation</span></span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Assist with building and organizing training modules using platforms such as Process Street.</span></li>\n<li><span style=\"font-size: 12pt\">Draft and organize documentation for internal processes and training materials.</span></li>\n<li><span style=\"font-size: 12pt\">Support the training lead by coordinating tasks and maintaining organized documentation systems.</span></li>\n</ul>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Lead Engagement &amp; Professional Organization Support</span></span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Assist with database and administrative support related to professional organizations and memberships.</span></li>\n<li><span style=\"font-size: 12pt\">Maintain and update prospect databases and contact records.</span></li>\n<li><span style=\"font-size: 12pt\">Send simple follow-up or check-in messages to leads when required.</span></li>\n<li><span style=\"font-size: 12pt\">Support administrative coordination related to networking groups and professional initiatives.</span></li>\n</ul>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Quality Assurance &amp; Engagement Monitoring</span></span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Review call recordings to ensure proper introductions, scripts, and communication standards are followed.</span></li>\n<li><span style=\"font-size: 12pt\">Flag potential improvement opportunities and maintain QA notes when necessary.</span></li>\n<li><span style=\"font-size: 12pt\">Monitor online engagement opportunities such as relevant LinkedIn posts and suggest responses or comments.</span></li>\n</ul>\n<p><span style=\"font-size: 12pt; font-weight: bold\">Qualifications &amp; Ideal Traits:</span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Previous experience as an Executive Assistant, Administrative Assistant, or Operations Coordinator.</span></li>\n<li><span style=\"font-size: 12pt\">Strong organizational skills and the ability to manage multiple responsibilities simultaneously.</span></li>\n<li><span style=\"font-size: 12pt\">Excellent written communication and professional email etiquette.</span></li>\n<li><span style=\"font-size: 12pt\">Comfortable working with tools such as Airtable, Google Workspace, CRM systems, and project management platforms.</span></li>\n<li><span style=\"font-size: 12pt\">Experience supporting recruitment processes or screening resumes or profiles.</span></li>\n<li><span style=\"font-size: 12pt\">Strong attention to detail and ability to maintain accurate records and databases.</span></li>\n<li><span style=\"font-size: 12pt\">Proactive mindset with the ability to anticipate needs and follow through on tasks.</span></li>\n<li><span style=\"font-size: 12pt\">Comfortable working independently in a remote environment.</span></li>\n<li><span style=\"font-size: 12pt\">Reliable internet connection and professional workspace.</span></li>\n</ul>\n<p><span style=\"font-size: 12pt; font-weight: bold\">Working Environment:</span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Fully remote position supporting a U.S.-based executive and team.</span></li>\n<li><span style=\"font-size: 12pt\">Part-time schedule (approximately 6 hours per day), with potential for adjustments depending on workload.</span></li>\n<li><span style=\"font-size: 12pt\">Collaborative working environment with frequent coordination across team members and projects.</span></li>\n<li><span style=\"font-size: 12pt\">Opportunity to support multiple operational initiatives and grow into expanded responsibilities over time.</span></li>\n</ul>\n<p>&lt;!-- notionvc: 9c961a33-056b-428f-a212-7f4e176641be --&gt;</p>",
    "compensation": "TBD",
    "departmentId": "18612",
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    "jobOpeningName": "Executive Assistant (Operations)",
    "departmentLabel": "OptiNizers Internal - Recruitment",
    "jobOpeningStatus": "Open",
    "minimumExperience": "Experienced",
    "jobOpeningShareUrl": "https://optinizer.bamboohr.com/careers/148",
    "employmentStatusLabel": "Contractor"
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}