Executive Operations Assistant - Freelance, Remote

Department: Support & Leadership

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $6.00 / hour

Description

The Impact you’ll make

• Own and protect a complex executive calendar; schedule, reschedule, and resolve conflicts proactively.
• Run concise morning briefings outlining priorities, schedule flags, and action items.
• Triage, draft, and send priority email responses; manage Superhuman/Gmail workflows; field and return calls.

• Make appointments and phone calls to customers, vendors, distributors, and partners; confirm actions and follow through.
• Arrange end‑to‑end travel (flights, hotels, cars) and prepare itineraries and briefs.
• Support meeting preparation and follow‑ups (agendas, notes, action tracking).

• Manage Zoho ERP/inventory inbox; route, escalate, and close loops quickly.
• Perform accurate data entry and transfers between systems; maintain clean records and simple reports.
• Coordinate with sales/production to keep inventory and order data current.

• Keep monday.com boards updated; track tasks and deadlines.
• Communicate via Slack for day‑to‑day updates; use email for formal handoffs; support Google Meet sessions.
• Build simple SOPs/checklists; leverage AI tools for drafts and repetitive workflows.

• Make small design tweaks in Adobe Photoshop/Illustrator for decks, line sheets, or simple assets when needed.

Skills, Knowledge and Expertise

• Hands‑on Zoho ERP/inventory management experience in a professional setting.
• 2+ years as an Executive/Operations Assistant owning executive calendar and inbox management.
• Strong English communication; confident making business calls in the U.S./Canada and confirming actions.
• Wine & spirits or broader CPG experience (terminology, workflows, and stakeholders).
• Proficiency with Google Workspace; working familiarity with Slack and monday.com.
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

• Technical: Zoho ERP/inventory workflows; Gmail/Superhuman inbox systems; Google Sheets/Slides/Meets; monday.com; Slack; accurate data entry; basic bookkeeping/financial admin aptitude; Adobe Photoshop/Illustrator for minor edits; comfort with AI tools (ChatGPT‑level workflows).
• Soft skills: Proactive planner; crisp communicator; calm under pressure; high attention to detail; strong follow‑through; confidentiality and discretion; bias to action; ownership mindset; reliable and punctual.

• You love turning chaos into order and protecting an executive’s time without being asked.
• You’re execution‑oriented—comfortable picking up the phone, confirming details, and closing loops fast.
• You thrive in a lean, fast‑moving consumer brand environment and can balance urgency with accuracy.
• You embrace AI and systems to work smarter, not just harder.
• You’re dependable, solutions‑focused, and energized by helping a small team punch above its weight.

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

• 40 hours per week
•  Monday to Friday, 7:00 AM to 4:00 PM Eastern Time

• $6 per hour
• No benefits package included

Benefits