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Senior Operations Assistant

Job Description

The Senior Operations Assistant is a senior-level administrative and operations support role split across two businesses: Step Out Transform (62.5%) and 818 Entertainment (37.5%).

This role provides high-level executive, operational, marketing, finance-support, and coordination assistance to the CEO and Managing Director. The position ensures smooth day-to-day operations, structured calendar and inbox management, leadership program coordination, marketing execution, and backend systems support.

The role requires strong prioritization, professionalism, discretion, and confidence in working with two senior leaders in a fast-paced environment. There are no direct reports and no delegated executive decision-making responsibilities.

Job Title

  • Senior Operations Assistant

Work Schedule
  • Day Shift
Job Qualifications/Requirements
  • Must: Have a degree in business, marketing and or finance taught in the language of English.
  • Must: Have 4-8 years experience as an EA or operations manager.
  • Must: Worked as an EA for at least 1-3 years for a large company speaking English reporting to an English speaking leader / CEO / Partner. Ideally in the corporate or finance space.
  • Ideal: If you have worked as an EA supporting a big four parter a huge benefit i.e. PA to Deloitte, EY, KPMG or PWC Partner.
  • Must: Must have basic finance knowledge – experienced in invoicing a huge plus.
  • Must: Highly organised, reliable, and detail-focused.
  • Must: Professional and discreet in senior leader support.
  • Must: Extremely confident communicating (verbal and written) in professional English.
  • Must: Fast paced and is comfortable changing priorities.
  • Must: Comfortable working with two different managers.
  • Confident: Tech-confident (Microsoft office and Google Workspace, Monday.com, Canva, CRM tools).
  • Confident: Calm, proactive, and strong follow-through.
  • Confident: working to deadlines and prioritizing work accordingly.
Job Responsibilities
  • Step Out Transform (25 hours per week):
    ● Leadership Academy Programme & Cohort Coordination:
    • Completely owns responsibility for the Leadership Academy program being perfectly executed. This includes:
    ⁃ Start-to-end setup and management of cohorts.
    ⁃ Draft onboarding and participant communications.
    ⁃ Manage resources, recordings, and WhatsApp updates.
    ⁃ Maintain workbooks, templates, and programme assets.
    • Support RBPN funding processes, events, and invoicing.
    • Support invoicing, payment tracking, and reporting preparation.
  • ● Executive Level Administration and Assisting:
    • For client strategic meetings and group sessions, prepare agendas, slides, calendar invites, book rooms, prepare workbooks, organize catering, any anything else to ensure smooth running of strategic, offsite and group sessions.
    • Draft minutes, format and send out.
    • Coordinate birthdays, gifts, anniversaries etc and organizing gifts.
    • Drafting various emails, including filing and managing inbox of CEO.
    • Preparing various financial reports in spotlight and sending out.
    • Calendar updates
    • Maintain CRM data.
    • Saving files as appropriate.
    • Recording CPD hours online.
    • Preparing month end calendar and coordinating with the SOT team about key dates and timelines.
    • Preparing various documents .pdfs and editing as appropriate.
  • ● Marketing & Communications:
    • Various research to advance sales and Glenda’s profile.
    • Draft newsletters and email communications.
    • Manage Kartra assets (forms, sequences, downloads).
    • Support website updates and content uploads.
    • Manage Social Bee scheduling and posting.
    • Prepare basic marketing assets using Canva.
    • Community outreach (connections with people) and associated messages.
    • Managing FB and LinkedIn Ads.
    • Drafting posts and associated graphics.
    • Preparing lead magnets.
    • Implementing sales campaigns.
    • Editing videos
    • Support for events (conferences, summer soiree etc).
    • Preparing analytics and recommendations to make marketing more efficient.
    • Organizing customer reviews and posting these in appropriate places.
  • ● Back-Up Support for NZ EA:
    • Provide EA cover during leave or reduced availability.
    • Manage and triage Glenda’s inbox every Friday.
    • Draft routine responses and flag urgent or sensitive items.
    • Support calendar coordination as required.
  • 818 Entertainment (15 hours per week):
    ● Diary, Email & Coordination:
    • Manage the Managing Director’s diary and meeting scheduling.
    • Draft and manage professional correspondence as directed.
    • Support inbox monitoring and prioritisation (as agreed).
    • Coordinate meetings, RSVPs, and guest lists.
  • ● Administrative & Business Support:
    • Prepare documents, briefs, and basic reports.
    • Assist with SOP documentation and process updates.
    • Track key dates, milestones, and commitments.
    • Maintain accurate contact and records databases.
  • ● Finance & Commercial Support (Support-Level):
    • Assist with preparation of Statements of Work using provided inputs.
    • Track contract execution and follow-ups.
    • Support accounts receivable follow-ups as directed.
    • Maintain finance-related contact information.
  • ● Marketing & Brand Support:
    • Draft LinkedIn posts for company and MD profile (first pass).
    • Build simple decks and assets using Canva.
    • Research industry opportunities (awards, speaking, judging).
  • ● Systems & Task Tracking:
    • Maintain task lists and follow-ups in Monday.com.
    • Ensure actions are progressed and closed out.
    • Support improvements to systems and workflows.

To Apply, please create your profile at app.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at DUMAGUETE CITY, TANJAY CITY, OR ILOILO CITY. 

Good luck and God Bless!