Operations Assistant

Confidential; United States; Remote; USD 42,000 - 60,000; Full time

Job summary

Zekai is seeking a proactive Operations Assistant to support day-to-day operations for our distributed team. You will own general administrative work, team logistics, and gifting for internal staff, extended team, and clients in a fully remote, fast-moving startup environment.

You should be resourceful, detail-oriented, and capable of taking ownership with minimal direction, while collaborating across time zones to keep operations running smoothly.

Qualifications

• 3+ years in administrative support, operations, or a similar role.
• Excellent organization and attention to detail.
• Strong written and verbal communication.
• High ownership, reliability, and follow-through.
• Strong research and problem-solving skills.
• Ability to work independently in a fast-moving environment.
• Good judgment when handling sensitive information.

Responsibilities

• Own scheduling, research, documentation, and general administrative tasks.
• Maintain internal trackers, records, and operational information.
• Coordinate purchasing, vendors, shipping, expenses, and reimbursements.
• Support onboarding, team logistics, and ad hoc requests.
• Own gifting operations across our team and clients.
• Source gifts and manage ordering, personalization, shipping, and delivery.
• Track gifting budgets, recipient information, orders, and vendors.
• Anticipate needs and drive tasks through completion.

Skills

Organization

Attention to detail

Communication

Independent work

Research skills

Problem-solving

Ownership

Tools

Google Workspace

Slack

Job description

Job Title: Operations Assistant

Job Type: Full time

Location: Remote

The Role

We're looking for a proactive, highly organized Operations Assistant to support day-to-day operations across our distributed team. You'll own general administrative work, team logistics, and gifting for our internal team, extended team, and clients.

You should be resourceful, detail-oriented, and comfortable taking ownership with minimal direction.

What You'll Do

• Own scheduling, research, documentation, and general administrative tasks.
• Maintain internal trackers, records, and operational information.
• Coordinate purchasing, vendors, shipping, expenses, and reimbursements.
• Support onboarding, team logistics, and ad hoc requests.
• Own gifting operations across our team and clients.
• Source gifts and manage ordering, personalization, shipping, and delivery.
• Track gifting budgets, recipient information, orders, and vendors.
• Anticipate needs and drive tasks through completion.

What We're Looking For

• 3+ years in administrative support, operations, or a similar role.
• Excellent organization and attention to detail.
• Strong written and verbal communication.
• High ownership, reliability, and follow-through.
• Strong research and problem-solving skills.
• Ability to work independently in a fast-moving environment.
• Good judgment when handling sensitive information.

Preferred

• Experience in a startup, technology company, or distributed team.
• Experience with gifting, vendors, purchasing, or logistics.
• Familiarity with Google Workspace, Slack and project management tools.
• Comfortable using AI tools to work faster and automate repetitive tasks.

This is a 100% remote contract role, open to applicants worldwide in the countries the employer accepts.