Executive Assistant / Operations Manager (m/f/d) - Fully Remote
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.
Our culture
At HeadX, we create an energizing environment where diverse perspectives flourish and teamwork ignites remarkable results.
We value individuality, promote personal growth, and foster a supportive atmosphere where mutual respect and camaraderie propel us towards shared success.
What is it like to be a part of our team
The level of talent within the organization is awe-inspiring, and it pushes me to constantly raise the bar. Headx has provided me with ample opportunities for professional growth and personal development. Joining this exceptional team has been one of the best decisions of my life.
Working at Headx has been amazing for my career. As a senior consultant, I've worked on exciting projects that have changed the digital landscape. One project I'll always remember is when we helped a struggling online store for a big retail company. It was a tough challenge, but the supportive and innovative atmosphere at Headx helped us think creatively and find modern solutions. Seeing how our work improved the client's business was incredibly rewarding. Headx is not just a company; it's a community of passionate people who are dedicated to shaping a better digital future.
Joining Headx has been a turning point in my professional journey. The company's commitment to crafting tomorrow's digital landscape is evident in every aspect of our work. The diverse range of projects I've been involved in has expanded my skill set and broadened my horizons. The collaborative culture at Headx encourages open communication and teamwork, making it an enjoyable place to work. I'm grateful for the opportunities I've received and the support I've received from my colleagues.
The level of expertise within the team is remarkable, and I'm constantly learning from my talented colleagues. The company's forward-thinking approach and innovative solutions have made a significant impact on our clients' success. Headx provides a dynamic and stimulating work environment where I can truly thrive.
Headx has provided me with an unmatched opportunity to work on cutting-edge digital projects. The company's expertise in building and consulting digital businesses is second to none. The leadership team is highly knowledgeable and supportive, encouraging us to push boundaries and explore new technologies. The fast-paced nature of our work keeps me motivated, and the camaraderie among colleagues makes it an enjoyable place to be. I'm grateful to be a part of this dynamic team
Mission & Culture First Environment
Our vision is to be the leading eCommerce brand house, driving growth, and changing the world, one brand at a time.
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Integrity
Being human and understanding each other, operating by wishing others good, and being very transparent with feedback.
Extreme Ownership
People make their own decisions and hold themselves accountable. We solve any roadblocks, not blame or rely on others.
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.
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.
Exceptional Team
The team is the cornerstone of our success, propelling us to achieve greatness. Our Culture brings both memorable experiences and fulfillment.
Continuous Improvement
Life is never-ending growth. The day you stop growing - you start dying. We implement what we learn otherwise it's worthless.
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.
Job Requirements:
- 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
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): Quick practical task
- Round (4): Technical Interview with Hiring Manager
- Round (5): Offer Stage ✍️
Impact
We believe in innovation, disruption and excellence. We are committed to making a positive change in the world. Here are some examples of our impact.
Here's What We Do Best
Building Portfolio of In-House Direct-to-Consumer Digital Businesses
Join our team and help us build some of the currently fastest-growing brands in the world. Apply now and let's make a mark in the world of eCommerce in today's global landscape
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Exclusive consulting for fast growing business that are scaling. We work with brands, business and start ups that are scale ready to make sure they reach their targets. Not everyone is a candidate for scale, the best thing to do is to speak to us to find out if you're at the right phase of growth for collaboration.
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