Operations Manager - Executive Assistant [CLOSED]

About the company

Hello, I am Alex, and used to live in Kyiv.

I manage several businesses in the area of marketing, content production, personal coaching and social media.

Due to the number of projects and tight travel schedule, I need a capable person to support me in my business and personal projects.

Main projects are related to development of my personal coaching brand and social media presence.

We are looking for an Operations Manager to assist Alex Leon in managing various projects including The Natural Lifestyles, Alex Leon Coaching, and TILTED Production, a clothing brand with exclusive events.

About the role

Where? Remotely

When? Immediate start

Workload? 30h/week (on average)

In this pivotal role, you will have the opportunity to directly support Alex Leon in various aspects. As an essential member of the team, you will play a key role in freeing up his time to focus on his unique areas of expertise.

You MUST have experience in a similar role and really WANT to do this for the long term.

Operations Manager Responsibilities:

• Oversee daily operations of the company
• Interpreting data and metrics, write and submit regular reports
• Accounting tasks and data-entry.
• Oversee budgeting, reporting, planning, and auditing
• Identify operational gaps and help refine or develop new processes for operational efficiency
• Daily monitoring of the service quality, through service performance statistics and KPIs.
• Support reporting manager in various day-to-day tasks.
• Daily Communication with clients via email and social media channels.
• Posting on social media channels regularly to engage with audience.
• Communicating with editors and scheduling social media posts.

Responsibilities as an Executive Assistant:

• Assisting The Leadership Team
• Working closely with the CEO as his right hand.
• Problem-Solving

Helping to address issues that arise within the organization. They can play a critical role in troubleshooting, brainstorming solutions, and coordinating efforts to resolve problems.

• Research and Preparation

Knowing how to conduct thorough and diligent research and report on a wide range of subjects is required.

• Project Planning & Scheduling

Craft strategic project plans, including resource allocation and timelines. You'll coordinate cross-functional teams, balancing project deliverables against deadlines, and continually adjusting plans to address unexpected challenges or changes in the business environment.

• Personnel Management

Managing staff assignments, providing performance feedback, and fostering a collaborative work environment to ensure project tasks are completed efficiently, effectively, and in line with the company's values and objectives.

• Meeting Facilitation

Schedule, lead, and manage remote meetings across various time zones. You'll set clear agendas, promote open dialogue, ensure action items are tracked and followed up, and use collaborative tools to enable effective communication and decision-making despite geographical distance.

• Process Management

Managing and continually refining our processes using Notion. You'll design accurate, up-to-date flowcharts that depict our workflows, identify opportunities for improvement, and implement changes to enhance productivity, reduce errors, and ensure alignment with our business objectives.

• Cross Department Connector

Serve as the vital link between all team members. You'll maintain an up-to-date understanding of each team member's tasks, enabling efficient status reporting and coordination. You'll foster open communication to ensure seamless collaboration, task progression, and information sharing across departments.

• Task Execution

You'll often be directly involved in executing tasks, stepping in to ensure that the project stays on schedule. This could range from problem-solving technical issues to directly handling operational tasks when necessary to meet project goals.

About you

🔍 Relevant Experience

2 Years of experience working remotely as an Assistant for a business owner or CEO and/or as an Operations manager.

💻 Technical Skills

You need advanced knowledge in using the following tools:

• Google Workspace Apps (Sheets, Slides, Docs)
• WordPress
• Whatsapp and Telegram
• Slack
• Notion
• CRM & Booking Software (we use Keap & Oncehub)
• Canva or Adobe (optional)
• Airtable
• Zapier (optional)

Knowledge of standard software packages and the ability to learn company-specific software.

Familiarity with SEO and email marketing. Understanding of organic traffic funnels.

Exceptional attention to detail, never missing emails, calendar invites, or financial deadlines. Polished in executive interactions.

🚀 Proactive and Accurate

The ideal candidate is proactive and detail-oriented, ensuring accuracy in research and financial matters. They are comfortable respectfully challenging ideas and providing valuable perspectives.

🗣Clear and Concise Communicator

The ideal candidate communicates clearly and concisely, translating discussions into actionable objectives for themselves. They possess strong communication skills.

💡Adaptability and Entrepreneurial Mindset

The ideal candidate embraces a dynamic work environment, adept at context-switching and handling diverse activities. They enjoy the entrepreneurial nature of the role.

Trustworthiness (you will often be part of confidential information)

🇬🇧 Fluent English Speaker (comfortable talking, writing, reading)

Work conditions

You’ll be doing most of your work from your laptop. A good computer, an excellent internet connection and a smartphone + uninterrupted mobile internet is required. 

Our team is spread across Europe. Workload on a daily basis will vary. It depends on projects, launch windows, special sales and the availability of upper managers. Occasional last minute tasks on weekends and outside regular office hours will occur.

Work Ethic, Communication, Task Management

We need you to be a clear communicator in order to work well together remotely, especially since a majority of the communication happens online. Projects and tasks are organized on Notion. Most communication with Alex will occur via Whatsapp.

We need you to work proactively and implement new ideas to raise the bar. This job is not for everyone. It sometimes lacks routine. We will often ask for new things. Ask you to try out different approaches… We DO reward people with a proactive approach!

What's in it for you?

• Competitive Pay: Earn 1200 - 1500 EUR per month*, providing fair compensation for your work.
• 25-30h per week & Fully Remote: Enjoy the flexibility of working remotely**, allowing you to work from anywhere within Europe time-zones.
• Annual Bonus: Based on hitting KPIs, there is an annual bonus of 1 month salary, providing an additional incentive for your performance.
• Growth Opportunities: As the business expands, there are opportunities for development and salary increases. You can grow into roles within the business.

* Please note that this is a gross salary and that you are responsible for any tax-related procedures in your country of residence. We kindly ask you to apply only if you are happy to work remotely as an independent contractor.

** Prepared to work out of office hours and during weekends 

How to apply?

Use the application form link:

• Only candidates from Eastern Europe will be considered.
• In case you are applying for a full-time role: Please note that this position requires 100% commitment and is not suitable for those seeking a side job, freelance work, or part-time employment. It is important to only apply if you intend this to be your primary and only full-time job.

Application Process

1. Submit your application via the form
2. If your CV is interesting for us, we will reach out to book a video interview with Alex.
3. Paid test task
4. Final interview/approval