Operations/HR Coordinator

We are seeking a highly capable, assertive, and organized Executive Assistant to serve as a right-hand operator supporting leadership across the company. This is not a basic administrative role. You will support executive operations, communication, systems development, recruitment, and human resources coordination.

You will support the Owner, Project Manager, and company operations. This is a long-term growth position with potential to evolve into Chief of Staff or Operations Manager.

Core Responsibilities

1. Executive Support & Communication

• Manage executive email inboxes and prioritize communication.
• Draft and send emails on behalf of leadership.
• Follow up on important items and reduce inbox clutter.
• Organize and file documents in Google Drive.

2. Calendar & Scheduling

• Manage Google Calendar scheduling.
• Coordinate meetings and protect executive time.
• Prevent scheduling conflicts and improve efficiency.

3. Travel Planning & Research

• Research and book flights and hotels (approx. 2 trips per month).
• Plan logistics and itineraries.
• Assist occasionally with personal travel coordination.

4. Systems & Workflow Development

• Document processes in SOP format.
• Build workflows inside Asana.
• Create repeatable systems for recurring tasks.
• Use ChatGPT and AI tools to improve efficiency.
• Write systems after learning each function.

5. Research & Execution

• Conduct online research and summarize findings.
• Provide recommendations.
• Execute tasks independently with minimal supervision.

6. Recruitment & Hiring Support

• Post job listings and screen applicants.
• Track candidates and coordinate interviews.
• Assist in building repeatable hiring systems.

7. Human Resources Coordination

• Maintain organized employee and contractor records.
• Create onboarding checklists and track completion.
• Document and organize training systems.
• Track KPIs and assist with performance reviews.
• Monitor bonus eligibility and promotion pathways.
• Help structure fair performance-based reward systems.

Required Skills & Qualifications

• Strong written and spoken English.
• 2+ years experience in administration / operations / executive assistance or similar roles.
• Professional and clear communication.
• High organizational ability and attention to detail.
• Assertive and confident decision-making.
• Strong Google Workspace skills.
• Comfortable using Asana and ChatGPT.
• Ability to manage multiple responsibilities simultaneously.

• High integrity and confidentiality.

   

Who We Are Looking For

• Independent thinker who takes ownership.
• Direct communicator.
• Process-driven and structured.
• Calm under pressure.
• Long-term growth mindset.

Schedule: 4–8 hours per day, 5 days per week

1–2 Google Meet meetings per week with required overlap hours with the PST time zone.

We are looking for someone who wants to build a long-term leadership role inside a growing company.
If you are highly organized, assertive, structured, and enjoy building systems while supporting leadership — we would love to hear from
you.