Weekend Operations Support

About the Role

The Operations Support (OSP) role supports the organization’s day-to-day operational, administrative, scheduling, and executive-support activities. Responsibilities include maintaining front desk and instructor schedules, auditing employee breaks, supporting Opus1 and other digital platforms, coordinating meetings and agendas for leadership, documenting meeting notes and action items, and helping the team keep projects and administrative workflows on track.

This is a full-time remote position for a candidate based in the Philippines, with availability during Pacific Time business hours to support the US-based team. The role requires discretion, strong follow-through, accuracy, and the ability to manage competing priorities across Operations, Front Desk, HR administration, and Executive Assistance.

About the Client

The client delivers educational and creative solutions through technology, design, and hands-on learning experiences. Operations involve coordinating schedules, classes, clients, instructors, internal teams, and multiple digital platforms to provide a smooth and efficient experience for employees and customers.

The organization values organization, accountability, collaboration, adaptability, confidentiality, and continuous improvement in a remote-first work environment.

Key Responsibilities1. Operations and Front Desk Support

• Manage and maintain front desk schedules to ensure that schedules and operational information remain accurate and current.
• Monitor Google Business Profiles, including opening and closing business hours for Fresno, Clovis, and Opus Music, as assigned.
• Make class and schedule adjustments based on operational needs, instructor availability, and management direction.
• Create and manage classes in Opus1 based on marketing requirements and instructor availability, in coordination with management.
• Create client accounts and maintain accurate client information in the platform.
• Support Opus1 platform administration, including exporting reports, reviewing platform data, learning system features, and identifying workflow improvements.
• Manage Google Admin Console tasks related to employee credentials and access, as authorized.
• Manage Slack tools, channels, integrations, and other operational resources as needed.
• Coordinate with internal team members and external partners; communicate operational concerns, scheduling issues, and system problems to the appropriate people.
• Support miscellaneous operational duties, project-management tasks, urgent assignments, team coordination, and ASP weekly reports.

2. Employee Scheduling and Break Compliance

• At the start of each shift, log in to Opus1 for both UCMA and Opus Music School and review instructor schedules for the day.
• Audit scheduled shifts against applicable California labor requirements and established company procedures, identifying missing, misaligned, or excessive meal breaks and rest periods based on total hours worked and meal-break waiver status.
• Review schedules for discrepancies, conflicting entries, class-time changes, and other scheduling issues.
• Document schedule discrepancies, adjustments, and relevant follow-up actions for each instructor.
• Add, remove, or adjust rest periods and meal breaks in Opus1 as appropriate to the verified schedule and applicable requirements.
• Promptly notify instructors of schedule updates, class-time changes, or break modifications through their designated Slack administrative channel. Keep messages clear, direct, and accurate.
• Maintain accurate and consistent scheduling records across Opus1 and related administrative systems, and escalate uncertain compliance or scheduling cases to the appropriate supervisor.

3. Executive Assistant Support: Calendar and Meeting Coordination

• Review the calendars and schedules of all meeting participants before scheduling or rescheduling a meeting. Check both Opus1 schedules and Google Calendar, and always review Pauline’s calendars for conflicts.
• Confirm proposed meeting dates and times with the other participants involved. Paul and Pauline do not need to be contacted for routine availability confirmation; instead, verify their calendars carefully and ensure there are no conflicting meetings or commitments.
• Monitor calendar changes and rescheduled meetings, update relevant entries, and communicate changes to the affected participants.
• Respect executive scheduling preferences: avoid scheduling meetings for Pauline at 4:00 PM or later unless necessary or urgent, and avoid scheduling meetings for Paul at 12:00 PM to preserve his lunch period.
• Send Pauline a reminder of her meetings at 8:45 AM on the day of each meeting, and send an additional reminder 5–10 minutes before each meeting begins.
• Send Paul a reminder of each meeting, together with its agenda, one day before the meeting..

4. Executive Assistant Support: Meeting Agendas and Notes

• Request meeting agenda items from managers one day before each meeting.
• Prepare and send meeting agendas to Paul through the designated exec-ea Slack channel, along with a reminder of his schedule.
• Ask managers for their agenda items first, then ask Paul whether he has additional items to include. Incorporate the confirmed items into the agenda.
• Transfer agenda items into the designated template in Google Drive: 2026 → Meetings → Weekly Meetings Agenda → select the relevant date. Use the trained GPT prompt titled “Meeting Agendas” where appropriate.
• Track agenda items that Paul and Pauline send throughout the week and ensure they are saved and included in the appropriate meeting materials.
• For CEO/COS meetings involving Paul and Pauline, obtain the confidential template from Mavi, Pauline, or Em. Use the trained GPT prompt titled “Meeting Agendas for CEO/COS” and handle these materials confidentially.
• Send Pauline the CEO/COS agenda three hours before her meeting with Paul. If she has not acknowledged it, send it again one hour before the meeting.
• Send Paul the agendas for meetings with managers one day before the meeting.
• Use the trained GPT prompt titled “Meeting Notes” to help prepare notes for routine meetings. Take meeting notes during meetings, identify action items, and communicate relevant follow-ups to OSP members.

5. Document Approval Coordination

• Coordinate document-approval appointments for the COO and CEO, as assigned.
• Do not schedule a document approval on the same day unless Paul or Pauline specifically requests it.
• Use the usual document-approval windows of 10:00–11:00 AM or 11:00 AM–12:00 PM. Where applicable and approved, the corresponding evening windows are 5:00–6:00 PM or 6:00–7:00 PM. Confirm the correct time zone before scheduling.
• Check Paul’s calendar to ensure he does not have a meeting during the proposed document-approval period.
• Schedule a reminder for Paul 10 minutes before the document-approval appointment.

6. Project, Team, and Administrative Coordination

• Coordinate task assignments and follow-ups for OSP team members.
• Track project tasks, deadlines, urgent requests, and outstanding action items; follow up with responsible team members as appropriate.
• Support communication and coordination within the team and with external partners.
• Prepare or assist with ASP weekly reports and other recurring administrative reports.
• Adhere to urgent tasks and communicate delays, dependencies, or issues promptly.
• Maintain confidentiality when handling executive calendars, meeting agendas, notes, employee schedules, and internal documents.

General Work Standards

• Maintain accurate, timely, and consistent records across schedules, systems, reports, and business information.
• Follow established procedures and use approved templates, channels, and AI-assisted prompts where applicable.
• Use professional, clear, and respectful written communication.
• Escalate unclear instructions, conflicting calendar entries, suspected compliance issues, access problems, and sensitive matters to the appropriate supervisor.
• Perform other related administrative and operational duties as assigned.

Requirements

• Must be based in the Philippines.
• Previous experience in operations, administration, scheduling, executive assistance, HR administration, virtual assistance, or a related role.
• Strong organizational, time-management, follow-through, and prioritization skills.
• Excellent attention to detail and ability to identify discrepancies.
• Comfortable working with Google Workspace, Google Calendar, Slack, Opus1, and administrative platforms; ability to learn new tools quickly.
• Strong written and verbal communication skills and confidence coordinating with managers, instructors, executives, and external partners.
• Ability to handle confidential information with discretion.
• Ability to work independently, follow procedures accurately, and manage multiple priorities in a remote environment.
• Reliable internet connection and availability during Pacific Time business hours (9:00 AM–6:00 PM).

Nice to Have

• Experience managing employee, instructor, class, appointment, or executive calendars.
• Experience with Google Business Profile, Google Admin Console, Opus1, or similar operational/class-management platforms.
• Experience conducting schedule audits and supporting compliance with California meal and rest-period requirements.
• Experience preparing meeting agendas, meeting notes, action-item trackers, reports, or executive communications.
• Experience supporting US-based companies or teams.
• Strong troubleshooting, problem-solving, and workflow-improvement skills.

Application Process

Qualified applicants will go through the following process:

• 1. Application Form Submission — includes written responses and a required CV/portfolio submission.
• 2. Initial Interview — a virtual interview to discuss the applicant’s background, technical skills, relevant operations experience, and overall fit for the role.
• 3. Final Interview — a final interview with the leadership team to discuss work approach, communication, availability, and alignment with company goals and culture.

Position Details

• Location: Remote
• Employment Type: Independent Contractor or Freelancer
• Schedule: Thursday–Monday, 9:00 AM–6:00 PM Pacific Time
• Service Fee (Philippine Peso): ₱25,000–₱37,000

Pay: Php25,000.00 - Php37,000.00 per month

Work Location: Remote