Executive Assistant / Operations Manager (m/f/d) - Remote at HeadX

Location: No location restrictions, we hire remotely worldwide 🌍 / Overlap with EU timezone (+2/3 GMT).

Language: We operate internally and externally in English (US)

Hours: 40 hours per week

Level: Mid - Senior (3-5 years)

🌟 The Opportunity

To be successful as an Executive Assistant / Operations Project Coordinator, you should have excellent organizational and communication skills. You should also have a thorough understanding of administrative duties, time management, and task coordination. Additionally, you should be proficient in project management, workflow improvement, and SOP development to assist our CEO effectively.

🤩 So, what should you expect if you join us?

Highly experienced founders team (multiple successful projects, with over $700M+ in collective experience).
Fast-pace, no micromanagement environment. Dynamic challenges, changing responsibilities, personal growth and big goals!
Great, budding culture with highly experienced, small team of driven top A-players in their respective fields.
Remote culture, and location independence (ability to travel as long as work is done).

🚀 Job Responsibilities

• Point of Contact: Serve as the liaison among executives, employees, clients, and external partners.
• Information Management: Manage the flow and records of information promptly and accurately.
• Calendar Management: Schedule meetings, manage the executive’s calendar, and take notes during meetings.
• Task Coordination: Coordinate tasks on our project management system and prioritize sensitive matters.
• Reminders: Send reminders for overdue tasks.
• Workflow Improvement: Continuously seek ways to improve workflows and processes.
• SOP Development: Create Standard Operating Procedures (SOPs) to enhance operational efficiency.
• Communication: Format information for internal and external communication, including memos, emails, presentations, and reports.
• Administrative Assistance: Assist with writing and editing emails, drafting memos, and preparing communications on the executive’s behalf.
• Travel Arrangements: Make travel and accommodation arrangements.
• General Support: Provide general administrative support and handle other tasks as needed.

🧩 Your Experience:

• Experience: Minimum of 3 years as an Executive Assistant or similar role in a remote environment.
• Language Skills: Excellent English proficiency (speaking, reading, writing).
• Technical Skills: Practical experience with Google Workspace (Docs, Sheets, Slides, Calendar).
• Tools Experience: Familiarity with project management and communication tools like Slack, ClickUp, Asana, etc.
• Organizational Skills: Strong ability to keep things organized, clear, and detailed.
• Emotional Intelligence: High level of Emotional Intelligence, Critical Thinking, and Empathy.
• Time Management: Ability to manage time and workload effectively.
• Problem-Solving: Competence in solving problems, making decisions, and multitasking when necessary.
• Work Ethic: High level of work ethic and interpersonal skills.
• Timezone Availability: Able to work within the EU timezone. This is a fully remote position.

✨ Nice to have Skills:

• Operations
• Executive Assistant
• Business Development
• Project Management experience

ℹ️ Hiring Process :
Round (1): Review and evaluate your application
Round (2): Invite to 30 minutes 'Discovery Call' with our Recruitment Manager Madhuri Suklabaidya
Round (3): Practical Task
Round (4): Founder Round
Round (5): Offer Stage ✍️

ℹ️ About us:

We build online businesses. The founding team has been working in the online space for over 15 years and successfully grew and consulted a number of companies to 8-figure brands. Our current eCommerce grew from $0 to $1M/Monthly Revenue in just 6 Months. We are now taking over the USA and planning global expansion. Bootstrapped it all the way. No outside investors. Our goal is to hit $100M within a couple of years. We are result oriented team that knows for survival you need always test, evolve and adapt to be the best. Our team is very open-minded and huge believers in extreme ownership

🤩 What We Are Offering:

• Interesting, challenging, fast-growing projects
• Strong and open-minded, transparent team
• An environment that will push you to grow and evolve
• Freedom to make decisions (and fails!)
• Fully remote team, flexible times (according to clients or team needs)
• Non-corporate, ever-evolving environment
• Results and solutions-oriented environment

📜 Our Values

1. Continuous Improvement - Life is never-ending growth. The day you stop growing - you start dying. We implement what we learn otherwise it's worthless.
2. Extreme Ownership - People make their own decisions and hold themselves accountable. We solve any roadblocks, not blame or rely on others.
3. Grit - Resilient, perseverant, and plain ol’ not giving up. Not letting anything stop you. Not being afraid to get your hands dirty. Getting those blisters.
4. Performance driven - Make shit happen, don’t just talk about doing, focus on getting it done and the output of your work, not how many hours you put in.
5. Integrity - Being human and understanding each other, operating by wishing others good, and being very transparent with feedback.
6. Exceptional Team - The team is the cornerstone of our success, propelling us to achieve greatness. Our Culture brings both memorable experiences and fulfillment.