Teamswell

OPERATIONS ASSISTANT

Teamswell is a high-growth nearshore outsourcing company working for US companies. Our mission is to help small and medium-sized US businesses grow and become more profitable by having access to highly engaged, skilled, and experienced talent at a fair price and to generate career opportunities for bilingual professionals in Latin America with fair compensation and opportunities for professional and personal growth.

We are looking for a detail-oriented and proactive Operations Assistant to support our daily business operations. The ideal candidate will assist with administrative tasks, process coordination, and communication across departments to ensure the organization runs efficiently and effectively.

In Teamswell every team member has an instrumental role and impact on the success of our business and our client’s success, so we seek to have highly motivated individuals who thrive in a fast-paced work environment, who are intelligent, eager to work hard, reliable, and able to communicate effectively with all levels of an organization. Our Operations Assistant will possess the skills and experience required and will also possess a positive attitude and ability to solve complex problems and work in a fast-paced and rapidly changing environment. We value people who are good communicators, quick learners, scrappy about finding creative solutions to problems, and conscious of their work quality. We expect all our team members to deliver excellence in both technical expertise as well as in their everyday relationships with their team.

CORE RESPONSIBILITIES

• Executive Support:

·       Manage and prioritize the executive's email inbox, including drafting responses and filtering urgent matters.

·       Schedule and coordinate meetings, appointments, and travel arrangements.

·       Prepare meeting agendas, take detailed meeting minutes, and provide concise summaries.

·       Handle personal projects, including travel planning and property management tasks.

·       Act as a liaison between the executive and internal/external stakeholders.

• Administrative & Operational Support:

·       Prioritize and manage daily tasks and projects effectively.

·       Perform data entry and maintenance, including cleaning and organizing data within HubSpot.

·       Liaise with all internal departments as needed to acquire necessary data, reports, or information to support executive needs.

• Project Management:

·       Manage and execute side projects as assigned, ensuring timely completion and adherence to deadlines.

·       Contribute to process improvement initiatives to optimize workflows.

• Communication & Collaboration:

·       Communicate effectively with clients, vendors, and team members.

·       Maintain confidentiality and handle sensitive information with discretion.

·       Gain a deep understanding of the business operations.

REQUIREMENTS & QUALIFICATIONS

• 3 to 5 years of proven experience as a C-Level executive assistant.
• Exceptional organizational and time management skills. 
• Strong written and verbal communication skills. 
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides).
• Experience with HubSpot or other CRM systems is highly desirable.
• Ability to prioritize tasks and work independently.
• Strong attention to detail and problem-solving skills.
• Ability to handle confidential information with discretion.
• Ability to quickly learn and understand business operations.

DESIRED ATTRIBUTES

• Proactive and resourceful.
• Strong work ethic and positive attitude.
• Ability to anticipate needs and take initiative.

POSITION SCHEDULE DETAILS

• Full-time remote position

• Monday - Friday (40 hours/week)

BENEFITS & PERKS

• Company-paid employee private health, emergency, basic life, and short-term disability insurance

• Internet and Electricity subsidy