Executive Assistant (Job ID: MONMIC1EA)

Operations Coordinator IMPORTANT - Watch this quick Loom video on how to get hired: C1 English level is required, the selected candidate will be speaking strictly in English during their whole shift. Please submit your resume and audio recording in English. Job Information Job Title: Operations Coordinator Job ID: MONMIC1EA Industry: Professional Services / Legal Location: LATAM / PH / South Africa Job Status: Full Time Work Schedule: Monday to Friday, 8:00am to 5:00pm - Flexible (EST); Minimum 4 hours daily overlap Compensation: $1800 to $2000 per month Target Start Date: ASAP About the Client Our client is an innovative, modular professional services firm providing on-demand legal, HR, and finance departments in a box for high-growth startups and scaling businesses. Founded in Silicon Valley and operating fully virtual since 2017, they combine deep C‑suite executive expertise with lean, modern operations. They treat their clients as true business partners and focus heavily on delivering complete customer delight. About the Role We are seeking an ambitious, highly organized, and AI‑fluent Operations‑Focused Operations Coordinator on behalf of our client. This individual will own, optimize, and scale the firm's core business infrastructure and help with long‑term growth. This is not a traditional administrative role—the client is looking for an analytical, proactive operational self‑starter who can take direction from executive leadership, audit existing workflows, build robust Standard Operating Procedures (SOPs), leverage advanced AI tools (specifically Claude), and ultimately transition into owning end‑to‑end operations. Key Responsibilities Phase 1: Tactical Audit, Optimization & Core AI Automation (Months 1–3 / First 90 Days) Process Audit & Optimization: Map out, streamline, and capture existing internal workflows across Google Workspace and Google Docs. Core Administrative Bottlenecks: Take complete operational ownership of key internal priorities: Client and team onboarding and offboarding. Internal and client‑facing timekeeping systems. Invoicing and billing administrative touchpoints. AI Implementation (Claude): Build upon established leadership Claude profiles and tone‑of‑voice settings to optimize daily administrative tasks, data entry, and proactive problem‑solving. SOP Creation: Document every executed workflow into clean, actionable, systemised SOPs to ensure operational resilience across the entire team. Phase 2: Internal Collaboration & Real‑Time Operational Visibility (Months 3–6) Internal Connectivity: Improve cross‑team collaboration mechanisms for 12+ remote professionals (lawyers, HR leads, finance leads) working across shared accounts. Real‑Time Dashboards: Design, build, and maintain tier‑1 executive dashboards (connecting core tools/APIs or utilizing Claude‑built custom interfaces) to track deliverables, milestones, team accountability, and KPIs. Bottleneck Prevention: Proactively identify project delays, off‑track tasks, and sticking points before they impact client delivery or leadership visibility. Matter Segregation: Configuring Google Drive so that only assigned team members have access to specific Clients/Matters. Template Repository: Gathering templates from across workspaces, organising template folders and adding such to our AI integrations with Claude. Phase 3: Customer Experience, Packaging & Expansion Support (Months 6+) Client Interface & Single Source of Truth: Manage smooth customer‑facing dashboards/portals where clients can view open matters, assignees, active NDAs/services agreements, and due dates in a clean, high‑visibility layout. Client Delight & Repository Management: Ensure seamless client onboarding, automated communication flows, and secure access to document repositories. Rebrand & Expansion Support: Assist leadership with marketing logistics, brand kit implementation (using Claude Design), and messaging collateral to support company expansion and new flat‑rate subscription service packaging. Key Qualifications & Non‑Negotiables AI Expertise (Claude Specialist): Advanced experience using Claude (including structured prompting, using Claude as a thinking partner for problem‑solving, and utilising features like Claude Design / App Creation). Tech Ecosystem Mastery: Deep fluency in Google Workspace (Docs, Sheets, Drive, Meet). Operations & Systems Mindset: Natural instinct to document, build SOPs, optimise inefficient tasks, and eliminate redundancy. High Technical Autonomy: Ability to troubleshoot technical blockers independently via AI tools rather than escalating basic questions. Proactive & Independent Execution: High level of ownership—takes feedback constructive‑first, anticipates executive needs, and works effectively without micromanagement. Communication: Exceptional verbal and written English skills with executive‑level clarity and absolute discretion (handling sensitive, privileged legal and financial data with high professionalism). #J-18808-Ljbffr Insideoutva