Operations Assistant

Job Summary:
Our team is ready for a proactive, well-organized Executive Assistant to take the operations we've put in place and keep them running smoothly, in close partnership with the founder. You'll handle client communication, keep projects and files in order, and support presentations and scheduling so the founder can concentrate on business development and field work. The best person for this role is a confident self-starter with excellent written and spoken English who makes good decisions and feels free to speak up or propose better ways of working.

Key Responsibilities:

• Correspond directly with clients, mostly by email and sometimes by phone, keeping projects on course and resolving issues fast
• Organize and handle email correspondence for the founder
• Run the calendar and help clients schedule time
• Arrange, name, and maintain files and folders in Google Drive
• Design client presentations in Canva
• Order the samples and materials client presentations require
• Chase open items, track timelines, and keep projects on schedule
• Spot gaps in current processes and suggest improvements that raise efficiency
• Own day-to-day operations and make sound decisions for the business

Mandatory Skills:

• Excellent written and spoken English
• Proven background in executive or administrative support, including email and calendar management
• Comfortable dealing directly with clients in a professional, friendly way
• Proficiency in Google Drive and Canva
• Strong organizational and time management skills, with the ability to stick to timelines and deadlines
• Self-starter who takes initiative and makes decisions confidently
• Ability to move fast when a project demands a quick response
• Consistent, accurate, and comfortable working unsupervised
• Strong communication skills, including being open about delays or questions

Preferred Skills:

• Experience supporting a small business owner or founder
• Experience coordinating vendors, ordering samples, or handling procurement
• Experience producing client-facing presentations
• Comfort handling occasional client phone calls
• Background in process improvement or building simple workflows
• Capable of running multiple projects side by side
• A warm, personable manner and a good sense of humor under pressure

Why Join Us:
This is an opportunity to be a genuine partner to a business owner who values ideas, initiative, and open communication, rather than an order taker. You'll have room to influence how things run and grow with the role as the business expands. We keep the atmosphere friendly and human, treating the work seriously while not taking ourselves too seriously.