Remote Executive Operations Assistant – Freelance, Remote @ Magic

Executive Operations Assistant – Freelance, Remote

Department: Support & Leadership

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $6.00 / hour

Description

A fast-growing, award‑winning premium spirits brand in the wine & spirits/CPG space is scaling operations across sales, production, and e‑commerce. The founders run a lean team and leverage modern tools and AI to move quickly. They’re seeking a reliable, execution‑focused assistant to protect leadership time and keep operations flowing.
Why does this role exist?
This role exists to own executive scheduling and communications, triage the Zoho ERP/inventory inbox, and execute time‑sensitive tasks (calls, bookings, vendor confirmations). By removing bottlenecks and improving response speed and accuracy, the assistant enables the team to focus on sales, strategy, and production.

The Impact you’ll make

• Own and protect a complex executive calendar; schedule, reschedule, and resolve conflicts proactively.
• Run concise morning briefings outlining priorities, schedule flags, and action items.
• Triage, draft, and send priority email responses; manage Superhuman/Gmail workflows; field and return calls.

• Make appointments and phone calls to customers, vendors, distributors, and partners; confirm actions and follow through.
• Arrange end‑to‑end travel (flights, hotels, cars) and prepare itineraries and briefs.
• Support meeting preparation and follow‑ups (agendas, notes, action tracking).

• Manage Zoho ERP/inventory inbox; route, escalate, and close loops quickly.
• Perform accurate data entry and transfers between systems; maintain clean records and simple reports.
• Coordinate with sales/production to keep inventory and order data current.

• Keep monday.com boards updated; track tasks and deadlines.
• Communicate via Slack for day‑to‑day updates; use email for formal handoffs; support Google Meet sessions.
• Build simple SOPs/checklists; leverage AI tools for drafts and repetitive workflows.

• Make small design tweaks in Adobe Photoshop/Illustrator for decks, line sheets, or simple assets when needed.

Skills, Knowledge and Expertise

• Hands‑on Zoho ERP/inventory management experience in a professional setting.
• 2+ years as an Executive/Operations Assistant owning executive calendar and inbox management.
• Strong English communication; confident making business calls in the U.S./Canada and confirming actions.
• Wine & spirits or broader CPG experience (terminology, workflows, and stakeholders).
• Proficiency with Google Workspace; working familiarity with Slack and monday.com.
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

• Technical: Zoho ERP/inventory workflows; Gmail/Superhuman inbox systems; Google Sheets/Slides/Meets; monday.com; Slack; accurate data entry; basic bookkeeping/financial admin aptitude; Adobe Photoshop/Illustrator for minor edits; comfort with AI tools (ChatGPT‑level workflows).
• Soft skills: Proactive planner; crisp communicator; calm under pressure; high attention to detail; strong follow‑through; confidentiality and discretion; bias to action; ownership mindset; reliable and punctual.

• You love turning chaos into order and protecting an executive’s time without being asked.
• You’re execution‑oriented—comfortable picking up the phone, confirming details, and closing loops fast.
• You thrive in a lean, fast‑moving consumer brand environment and can balance urgency with accuracy.
• You embrace AI and systems to work smarter, not just harder.
• You’re dependable, solutions‑focused, and energized by helping a small team punch above its weight.

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

• 40 hours per week
•  Monday to Friday, 7:00 AM to 4:00 PM Eastern Time

• $6 per hour
• No benefits package included

Benefits