Senior Executive Assistant / Operations Manager

Big League Movers; United States; Remote; USD 9,600 - 16,000; Full time

Job summary

Big League Movers is seeking a Senior Executive Assistant / Operations Manager to act as a trusted right hand to the business owner, managing a growing remote operation from the Philippines. The role goes beyond traditional admin tasks, demanding ownership of day-to-day operations, remote team coordination, client communication, and problem-solving without constant supervision.

The successful candidate will gradually take on more operational responsibilities, enabling the owner to focus on

Qualifications

• 3+ years of senior EA, operations, or executive-support experience
• Experience directly supporting an executive, business owner, or leadership team
• Experience coordinating or leading remote teams
• Strong organizational and follow-through skills
• Excellent written and spoken English
• Strong customer/client communication skills
• Ability to prioritize multiple responsibilities and make routine decisions independently
• Proactive, with ability to anticipate needs and act without constant direction
• Strong technology skills and willingness to learn new systems quickly

Responsibilities

• Oversee day-to-day operational activities across the remote team.
• Keep team members accountable for responsibilities, deadlines, and follow-through.
• Delegate tasks and coordinate multiple people to keep work moving.
• Identify operational issues and take appropriate action.
• Provide reliable communication between the owner and the remote team.
• Gradually take ownership of additional operational responsibilities as trust is established.
• Ensure leads and customers are followed up with and CRM is up-to-date.
• Prepare information and reports needed for decision-making.
• Support social media and marketing execution when needed.
• Work with CRM and systems like GoHighLevel and Google Workspace.

Skills

Senior EA experience

Operations coordination

Remote team leadership

Customer communication

English proficiency

Tools

GoHighLevel

CRM systems

RingCentral

Google Workspace

Automation tools

ChatGPT

Job description

Senior Executive Assistant / Operations Manager

Work Setup: Remote
Location: Philippines
Schedule: US Business Hours
Employment Type: Full-Time

About the Role

We are looking for a Senior Executive Assistant / Operations Manager who can become a trusted right hand to our client, a business owner managing a growing remote operation.

This is not a traditional administrative assistant role. We need someone who can take ownership of day-to-day operations, coordinate a remote team, communicate confidently with clients and leads, solve problems independently, and make sure important tasks and follow-ups never fall through the cracks.

The ideal candidate is an experienced professional who has worked closely with an executive, business owner, or leadership team and has been trusted with responsibilities beyond scheduling, email management, and administrative support.

Over time, this person will take increasing ownership of the business's day-to-day operations, allowing the owner to focus more heavily on sales, business development, and growth.

Key Responsibilities

1. Operations & Team Leadership

• Oversee and coordinate day-to-day operational activities across the remote team.
• Keep team members accountable for assigned responsibilities, deadlines, and follow-through.
• Delegate tasks and coordinate multiple people or functions to keep work moving.
• Identify operational issues before they become larger problems and take appropriate action.
• Make sound day-to-day judgment calls without needing constant direction.
• Create structure and improve workflows, processes, and team efficiency.
• Follow up on incomplete or delayed tasks and ensure commitments are fulfilled.
• Serve as a reliable point of contact between the business owner and the remote team.
• Gradually take ownership of additional operational responsibilities as trust is established.

2. Customer & Lead Follow-Through

• Ensure leads, customers, inquiries, and opportunities are properly followed up with.
• Monitor CRM activity and make sure leads do not become neglected or forgotten.
• Handle customer and client communication professionally through phone, email, and other communication channels.
• Re-engage leads and customers when appropriate.
• Identify gaps in follow-up and proactively address them.
• Ensure customer issues are tracked through resolution.
• Maintain accurate notes, records, statuses, and next steps in the CRM.

3. Executive Support & Business Coordination

• Work closely with the business owner to help organize priorities and keep initiatives moving.
• Anticipate needs rather than waiting to be given instructions for every task.
• Prepare information, updates, and reports needed for decision-making.
• Track projects, priorities, deadlines, and outstanding action items.
• Help translate business priorities into actionable tasks for the team.
• Take ownership of routine operational decisions and elevate matters that genuinely require executive involvement.

4. Social Media & Marketing Support

• Assist with social media and marketing execution when needed.
• Coordinate content, scheduling, and basic marketing-related tasks.
• Support lead-generation and customer engagement initiatives.
• Help ensure marketing activities are followed through and connected to business objectives.

5. Technology & Systems

• Work confidently with CRM and business management systems.
• Maintain accurate information and activity within GoHighLevel or similar CRM platforms.
• Utilize communication tools such as RingCentral or similar VoIP systems.
• Work efficiently within Google Workspace.
• Identify opportunities to improve processes through automation and technology.
• Use ChatGPT and other AI tools meaningfully to improve productivity, research, documentation, communication, and workflows.

What We’re Looking For

The ideal candidate has senior-level experience and demonstrated ownership, not simply experience completing assigned administrative tasks.

Strongly Preferred Backgrounds:

• Senior Executive Assistant / Executive Business Partner with operational ownership
• Operations Coordinator or Operations Manager who worked directly with an executive or business owner
• Senior EA with experience leading, delegating to, or coordinating remote team members
• Project Manager / Operations Manager with strong client-facing responsibilities
• Executive Operations or hands-on Chief of Staff experience
• Experienced EA who has progressively taken on business operations, team coordination, and decision-support responsibilities

Required Qualifications:

• 3+ years of relevant experience in senior EA, operations, project management, executive support, or a similar role
• Demonstrated experience working directly with an executive, business owner, or leadership team
• Experience coordinating or managing people, preferably remote teams
• Strong organizational and follow-through skills
• Excellent written and spoken English
• Strong customer/client communication skills
• Ability to prioritize multiple competing responsibilities
• Strong judgment and problem-solving ability
• Comfortable making routine decisions independently
• Highly proactive and able to anticipate what needs to be done
• Strong technology skills and willingness to learn new systems quickly

Technical Skills – Strong Advantage:

• GoHighLevel
• CRM systems
• RingCentral or similar VoIP platforms
• Google Workspace
• Automation tools
• ChatGPT / AI tools
• Project management and team collaboration platforms

This Role Is NOT a Good Fit If You:

• Have primarily performed basic administrative or data-entry tasks
• Prefer to wait for instructions before taking action
• Have little or no experience coordinating people or operations
• Are uncomfortable communicating directly with customers or clients
• Require constant supervision or approval for routine decisions
• Have experience mainly in social media without substantial operations experience
• Are looking for a junior VA or purely administrative position

What Success Looks Like

Success in this role means becoming someone the business owner can fully trust with the day-to-day operation of the business.

You will be successful when you can:

• Keep the team organized, accountable, and moving forward
• Identify and solve routine operational problems independently
• Make sure leads and customers receive timely follow-up
• Keep projects and priorities from falling through the cracks
• Communicate confidently with customers, team members, and leadership
• Improve processes and introduce better ways of working
• Reduce the amount of day-to-day operational involvement required from the business owner
• Gradually take more ownership of the business so the owner can focus on sales, growth, and strategic priorities

Priority Areas

Candidates will be evaluated primarily on:

1. Operations & Team Leadership
2. Customer/Lead Follow-Through & Re-Engagement
3. Social Media & Marketing Execution