Operations Assistant (JOB ID: BOBGOL1)

Inside Out; Remote; ZAR 50 000 - 200 000; Full time

Job summary

A remote technology company is seeking an Operations Assistant to support the Head of Operations and CEO. This full-time role involves project coordination, ensuring action items are tracked, and maintaining documentation. The ideal candidate has experience in operations and strong tools proficiency like Notion, ClickUp, and Google Workspace. Applicants must demonstrate excellent organizational skills and the ability to work across time zones with distributed teams.

Qualifications

• Previous experience in operations, project coordination, or executive support roles.
• Experience in e-commerce or luxury high-end brands within startups.
• Strong familiarity with Notion and ClickUp.

Responsibilities

• Track action items from executive meetings and manage project schedules.
• Maintain the company intranet and ensure all documentation is current.
• Support scorecard management and follow up on KPIs.

Skills

Operations experience

Project coordination

Executive support

E-commerce knowledge

Google Workspace proficiency

Strong spreadsheet skills

Notion expertise

ClickUp familiarity

Slack communication

Cross-time-zone experience

Job description

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• JOB TITLE: Operations Assistant
• JOB ID: BOBGOL1
• INDUSTRY: Remote first technology enabled manufacturing and e-commerce / Luxury/High-End brands
• LOCATION: LATAM / South Africa
• JOB STATUS: Full Time
• WORK SCHEDULE: Between 7:00 am and 6:00 pm PST (Exact shift to be assigned)
• SALARY: $8 - $10
• TARGET START DATE: ASAP

ROLE OVERVIEW

The client is a globally distributed, remote-first company with approximately 70 team members worldwide. The company has operated remotely for over 15 years and runs with a highly collaborative executive team. As the business continues to scale, internal operations, documentation, and cross-functional coordination are critical to maintaining momentum. The Head of Operations oversees internal programs, vendors, and strategic initiatives and is now seeking a trusted partner to support day-to-day operational execution and coordination across teams.

ABOUT THE ROLE

This is a full-time, long-term role designed to support the Head of Operations and CEO as a project coordination and operations support partner. The Operations Assistant will act as the connective tissue between planning and execution, ensuring action items are tracked, deadlines are met, documentation is maintained, and internal initiatives move forward. This is not a traditional virtual assistant role. The ideal candidate is a proactive self starter who can pick things up quickly, follow through without constant direction, and bring structure and clarity to complex, cross-team work.

KEY RESPONSIBILITIES

• Executive Support & Follow-up: Track action items from executive meetings; chase down deliverables from leadership to ensure projects stay on schedule and proactively identify blockers.
• Project Coordination: Help manage cross-team projects, track milestones, and remove technical or administrative blockers for various departments.
• Knowledge Management: Maintain and update the company intranet (Notion). Ensure SOPs, policies, and procedures are current and organized.
• Metric Tracking: Support company scorecard management; follow-up with team members to ensure weekly KPIs and metrics are updated accurately.
• Administrative Operations: Assist with rare but complex scheduling for the executive team (6+ stakeholders); take detailed meeting notes and distribute action items.
• Presentations & Surveys: Build and format slide decks using established templates; create and distribute internal surveys.

QUALIFICATIONS & SKILLS

• Previous experience in operations, project coordination, or executive support roles
• Experience working in e-commerce, SaaS, and luxury or high end brands within startup environments.
• A high level of experience with Notion is strongly preferred.
• Proficiency using AI tools to improve workflows and produce work beyond basic chat usage
• Strong spreadsheet skills with the ability to build formulas and dashboards
• Strong familiarity with ClickUp is preferred
• Advanced working knowledge of Google Workspace including Docs, Sheets, and Slides
• Experience using Slack for professional team communication
• Ability to work confidently with executive teams and handle direct communication
• Experience working across time zones and with globally distributed teams
• Strong organizational skills and attention to detail

SOFT SKILLS

• Strong ability to learn quickly and adapt in a changing environment
• High sense of ownership with minimal need for supervision
• Ability to connect teams, context, and priorities across departments
• Clear, direct, and professional communication with executive level stakeholders
• Comfortable following up, asking for updates, and holding others accountable
• Critical thinking skills to identify issues and propose practical solutions
• Strong attention to detail while maintaining a big picture mindset
• Ability to manage multiple projects and shifting priorities simultaneouslyProactive approach to improving processes and documentation
• Sound judgment and autonomy to take action without step by step direction