Executive Assistant & Operations Coordinator

To apply

Due to the high volume of applicants, we will only review applications submitted through our Google Form: https://forms.gle/cq7Qg92ctCGXkCd1A. Applications sent by email, LinkedIn or any other channel will not be considered.

Work Arrangement

Location: Remote
Working Days: Monday–Friday
Working Hours: 3:30 PM–12:30 AM Egypt Time

About the role

We're hiring an Executive Assistant & Operations Coordinator to be the right hand of our VP of Operations, who co-leads and oversees our entire digital agency. This is not a traditional assistant role. Roughly 25% of your time goes to keeping the VP's calendar, inbox and communications running smoothly; the other 75% goes to supporting and helping oversee People Operations and Customer Experience (CX), including HR, talent acquisition and performance.

You'll be the person who spots what's slipping before anyone asks, keeps work moving with minimal direction, and can step into any of these departments to help when they need an extra set of hands. If you've worked in people ops, HR or CX and want a role with real visibility into how an agency is run, this is it.

What you'll do Executive support (about 25%)

• Own the VP's calendar: schedule, reschedule and protect focus time, resolve conflicts, and prep agendas and materials before key meetings.
• Manage the VP's inbox: triage, flag what needs their attention, draft and send replies on their behalf, and follow up so nothing goes unanswered.
• Monitor mentions of the VP in Google Chat, and surface anything missed, overdue or needing a decision in a daily summary.
• Track action items and commitments from the VP's meetings and make sure owners follow through.
• Handle confidential information, including employee records, compensation and performance matters, with complete discretion.

Across all departments (about 75%)

• Act as the VP's eyes and ears across People Ops and CX: keep a pulse on each team's priorities, blockers, deadlines and morale.
• Jump in hands-on wherever People Ops, HR, talent acquisition, performance or CX need support, from coordinating interviews to covering CX queues during busy periods.
• Run the logistics of the employee lifecycle: onboarding, offboarding, review cycles and 1:1 cadences.
• Keep People Ops information clean and current, including HRIS records, org charts, policies and process documentation.
• Track and report the metrics the VP relies on, such as headcount, hiring pipeline, retention, CSAT, response times and escalations, and flag trends early.
• Connect employee experience to customer experience: notice when team issues are showing up for clients, and when client issues point to a people problem.
• Prepare the VP for leadership, department and performance conversations with briefs, data and agendas.
• Follow up on decisions and action items from department meetings until they're done.
• Spot process gaps across People Ops and CX, propose fixes and see them through.
• Serve as a trusted point of contact for employee questions, escalating sensitive matters with discretion.
• Take on special projects as the agency grows.

Who you are

You're a self-starter who needs a little context, not a lot of direction. Give you the goal and you'll figure out the steps, ask smart questions only when you need to, and keep moving.

Required

• 3+ years of hands-on experience in People Operations, HR or CX, ideally in an agency or fast-paced services environment.
• 2+ years supporting a senior leader with calendar and inbox management.
• Proven discretion with confidential employee and company information.
• Exceptional attention to detail: you catch the typo, the double-booking and the missed follow-up.
• Strong judgment about what to handle yourself, what to flag and what to escalate.
• Clear, professional written communication; comfortable drafting emails in someone else's voice.
• Highly proficient in Google Workspace, including Gmail, Calendar, Drive, Docs, Sheets and Chat.
• Strong English communication skills, both written and verbal. This role requires full professional communication in English.

Preferred

• Experience with an HRIS and an applicant tracking system (for example BambooHR, Rippling, Greenhouse or Lever).
• Familiarity with performance management cycles and CX metrics and tooling.
• HR certification such as SHRM-CP or PHR, or progress toward one.
• Experience building simple reports or dashboards in Google Sheets.

To apply

Due to the high volume of applicants, we will only review applications submitted through our Google Form: https://forms.gle/cq7Qg92ctCGXkCd1A. Applications sent by email, LinkedIn or any other channel will not be considered.

Work Location: Remote