Operations Assistant | Executive Support & Special Projects

Job Title: Operations Assistant | Executive Support & Special Projects

Position Type: Full-Time, Remote
Location: LATAM & South Africa
Working Hours: U.S. Business Hours
About the Role

We are seeking a highly organized, resourceful, and proactive Operations Assistant to support a fast-growing, entrepreneurial healthcare services company.

This is not a traditional administrative role. You'll be the person the leadership team trusts to take ownership of a wide variety of projects, tasks, and operational initiatives—often with minimal direction and no predefined process. Success in this role requires adaptability, strong judgment, responsiveness, and the ability to quickly learn new tools, systems, and workflows.

The ideal candidate thrives in a fast-paced environment, enjoys solving problems independently, and can seamlessly shift between administrative support, operations, marketing coordination, reporting, vendor management, and special projects.

If you enjoy bringing order to chaos, learning new things daily, and being the person everyone can count on to get things done, this role may be a perfect fit.
Responsibilities
Executive & Operations Support

- Support leadership with day-to-day operational priorities and special projects.

- Manage a variety of administrative, operational, and coordination tasks.

- Track action items and ensure timely follow-up across departments.

- Assist with process creation, documentation, and workflow improvements.

- Coordinate projects and ensure deadlines are met.

- Maintain organized records and documentation.

Project Management & Special Projects

- Take ownership of assigned projects from start to finish.

- Research solutions, learn new processes, and execute tasks independently.

- Coordinate cross-functional initiatives involving multiple stakeholders.

- Identify obstacles and proactively propose solutions.

- Ensure projects are completed accurately and on time.

Reporting & Data Management

- Collect, organize, and analyze operational and client-related data.

- Build and maintain spreadsheets and reports.

- Track key performance indicators and operational metrics.

- Assist leadership with reporting and decision-making support.

- Ensure data accuracy across multiple systems.

Marketing & Content Support

- Assist with content creation using AI tools and provided talking points.

- Draft LinkedIn posts and company communications.

- Support newsletter creation and distribution.

- Assist with podcast publishing and content management.

- Help create presentations, decks, and marketing materials.

- Coordinate conference and event-related materials.

Vendor & Client Coordination

- Coordinate vendor agreements and documentation.

- Follow up on contracts, approvals, and signatures.

- Support client communications and administrative requests.

- Assist with billing reviews and operational follow-up.

- Ensure outstanding items are tracked and completed.

People Operations & Administrative Support

- Assist with onboarding coordination for new team members.

- Maintain employee records and administrative documentation.

- Track PTO requests and personnel updates.

- Support HR and operational initiatives as needed.

- Handle sensitive information with professionalism and discretion.

Travel & Logistics Coordination

- Coordinate travel arrangements and itineraries.

- Assist with event planning and logistics.

- Manage shipments and operational logistics.

- Coordinate internal team support activities.

Systems & Process Improvement

- Develop workflows and organizational systems.

- Leverage AI tools and technology to improve efficiency.

- Identify opportunities to automate repetitive processes.

- Continuously improve operational consistency and effectiveness.

- Create documentation and SOPs when needed.

What Makes You a Perfect Fit?

- Exceptionally responsive and dependable.

- Highly organized with outstanding attention to detail.

- Able to manage multi