Job Overview

Our client is looking for a proactive and organized Executive Operations Manager to support a leader managing multiple projects across community development, wellness services ("In Control"), professional networking ("Strengthen the Strong"), and an upcoming full-time executive role.

This role goes beyond traditional executive assistance. Your primary focus will be auditing current systems across these three professional domains and optimizing them using AI. We need someone who can build systems, manage complex project pipelines, organize information, and ensure no priorities are missed. You will work closely with the executive to manage meetings, calendars, CRM databases, operational systems, and visual communications using tools such as ClickUp, HubSpot, Google Workspace, and advanced AI platforms.

Schedule

Monday - Friday, 20 work hours per week, flexible in Minnesota time, Central Standard Time (CT).

Responsibilities

• Systems Optimization & AI Integration: Audit current operational systems and identify opportunities for optimization using AI tools (e.g., NotebookLM, Gemini, ChatGPT, Claude). Streamline workflows to automate daily reporting and task management.
• Executive Operations & Multi-Role Support: Manage administrative tasks across three different professional roles, ensuring seamless task execution and maintaining high attention to detail.
• Visual Content Creation: Design high-quality visual content, including flyers and social media graphics, ensuring all visuals reflect a professional and consistent brand identity.
• Relationship & CRM Management: Maintain contacts in HubSpot, track follow-ups, and manage relationship-oriented tasks (e.g., tracking birthdays, scheduling check-ins, and managing partnership outreach).
• Social Media & Communication: Monitor LinkedIn and social channels to provide synopses of activity, manage incoming messages, and ensure timely responses.
• Meeting & Task Management: Join meetings, take notes, capture action items, and create follow-up tasks in ClickUp. Handle general administrative duties (e.g., filing claims).

Requirements

• Required Experience: 2–5 years of experience in Executive Assistant or Operations support roles.
• AI Proficiency: Strong, demonstrable experience using AI tools (Gemini, ChatGPT, Claude, NotebookLM, etc.) to optimize workflows and automate tasks.
• Graphic Design Skills: Ability to create excellent, professional-grade visual content (flyers, social media graphics).
• Project Management: Proven ability to use project management tools (ClickUp, Monday.com, Asana, etc.) to track complex priorities.
• Communication & Organization: Strong written and verbal communication skills; exceptional organizational capacity to manage multiple priorities simultaneously without letting tasks slip.
• Adaptability: Ability to support a dynamic executive and manage multiple professional organizations independently.
• Location: Candidates based in the Philippines are strongly preferred.

Preferred Qualifications

• Experience supporting founders, executives, or nonprofit leaders.
• ClickUp setup and workflow optimization experience.
• HubSpot CRM experience.
• Experience working in both Google Workspace and Microsoft 365.
• Lean, Six Sigma, or other continuous process improvement certifications.

Independent Contractor Perks

• Health Insurance Coverage for eligible locations
• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.