Operations Executive Assistant
A client is hiring a full-time remote Operations Executive Assistant to support day-to-day operations and client-facing processes. The role is focused on client communication, CRM upkeep, scheduling, admin coordination and keeping internal workflows organized so clients get accurate information and timely updates. It requires working U.S. business hours and supporting teams to keep projects and client engagements moving smoothly.
Operations Executive Assistant
Location: Fully Remote (candidates based in LATAM, Africa, and Eastern Europe)
Salary: $1.5K – $1.7K per month
Work schedule: 9:00 AM - 5:00 PM EST (U.S. business hours)
Work type: Full-time, remote
Job description
Our client is seeking a highly organized Operations Executive Assistant to support the operational backbone of their client-facing and internal processes, playing a key part in maintaining efficient client communication, accurate CRM documentation, administrative coordination, and operational workflows that enable the business to deliver an exceptional client experience. The Operations Executive Assistant will be responsible for supporting day-to-day operational and administrative activities while helping ensure client interactions, scheduling, CRM management, and internal processes run smoothly while working closely with internal teams to coordinate communications, maintain organized documentation, and proactively identify opportunities to improve operational efficiency.
Responsibilities:
1. Respond to client emails and requests in a timely and professional manner.
2. Schedule client meetings, reviews, and follow-up communications.
3. Assist with preparing proposals and client-facing documentation.
4. Ensure clients receive accurate information and timely updates throughout ongoing engagements.
5. Build, organize, and maintain CRM records for client accounts.
6. Document client interactions, notes, and follow-up activities.
7. Ensure CRM information remains accurate, complete, and up to date.
8. Support internal reporting by maintaining organized customer data.
9. Manage calendars, meeting schedules, and appointment coordination.
10. Organize files, documentation, and internal administrative records.
11. Support email management and day-to-day administrative responsibilities.
12. Coordinate communication between internal teams and external clients.
13. Identify opportunities to improve client workflows and internal processes.
14. Assist in documenting procedures and maintaining operational documentation.
15. Support cross-functional coordination to ensure projects move forward efficiently.
16. Recommend process improvements that increase organization and operational efficiency.
Requirements:
1. 2+ years of experience in administrative support, operations, executive assistance, or client-facing support roles.
2. Experience managing CRM platforms such as HubSpot, Salesforce, AgencyZoom, or similar systems.
3. Experience coordinating calendars, meetings, and administrative workflows.
4. Experience supporting multiple priorities in a fast-paced environment.
5. Strong organizational and time management abilities.
6. High attention to detail.
Required skills:
CRM management; calendar and scheduling coordination; Microsoft Office Suite; Google Workspace; document management; administrative support; process documentation; organizational and time management; attention to detail.
Note
Fill in the application form and record a video showcasing your skill sets via the provided job application portal.
Why Apply
Clear fit for Africa-based remote talent: The advert is explicitly open to LATAM, Africa and Eastern Europe, fully remote, with a stated salary of $1.5K – $1.7K per month and fixed EST hours.
Operations plus client experience: You are not only doing admin, you will respond to client emails and requests, schedule meetings and follow-ups, help prepare proposals and client documentation, and ensure clients receive accurate updates throughout engagements.
CRM is central: A large part of the role is building, organizing and maintaining CRM records for client accounts, documenting interactions and notes, keeping data accurate and complete, and supporting internal reporting. Experience with HubSpot, Salesforce, AgencyZoom or similar is listed as required.
Process improvement is expected: Beyond daily tasks, you are expected to identify opportunities to improve client workflows and internal processes, document procedures, and recommend improvements that increase organization and efficiency.
Before You Apply
Check location, hours and application method: Confirm you are based in LATAM, Africa or Eastern Europe and can work 9am - 5pm EST consistently. The note says you must fill an application form and record a video showcasing your skill sets via the job portal, prepare for that, not just a CV email.
Match the 2+ year CRM requirement: You need 2+ years in administrative support, operations, executive assistance or client-facing support, plus hands-on experience managing a CRM like HubSpot, Salesforce or AgencyZoom, and coordinating calendars, meetings and admin workflows. Highlight those tools by name.
Show client communication and organization: Be ready to show how you respond to client emails professionally and on time, schedule reviews and follow-ups, organize files and admin records, and coordinate communication between internal teams and external clients.
Prepare examples of process documentation: Since the role asks for document management, process documentation and recommending improvements, prepare 1-2 brief examples where you documented a procedure or improved a workflow, and make sure you can demonstrate Microsoft Office Suite, Google Workspace and strong attention to detail in your video.
