Role: Operations Assistant
Priority Location: Latin America (LATAM) or South Africa
Working Hours: Full-Time (Must align with US Pacific Time business hours)
Type of Contract: Independent Contractor / Full-Time
Type of Job: Remote

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

About the Company

We are a high-growth, for-profit healthcare logistics and managed transportation platform. Our mission is to streamline the global distribution of critical therapeutics, diagnostics, and medical devices through automated tracking and data consolidation, minimizing supply chain delays where every minute counts.

Driven by a fast-paced, high-execution environment, our founder leads a lean, high-performing team of about seven people. As our platform and operations scale rapidly, we are hiring a high-caliber right-hand operator to partner directly with executive leadership, optimize workflows, and keep our business moving at top speed.

About the Role

We are hiring a full-time Operations Assistant to work directly alongside our founder. This is a high-trust, high-impact seat: you will own executive communications, calendar management, and operational follow-through, while supporting customer onboarding and managing foundational financial reporting.

This is not a task-taker role—we are looking for a true operator. You are someone sharp who figures things out independently, takes immediate action, communicates concisely, and acts as a force multiplier for the founder. If you thrive in fast-moving startups and love wearing multiple operational hats, this role is for you.

Key Responsibilities

Executive Support & Follow-Through

Inbox Triage: Manage, prioritize, and respond to incoming emails on the founder’s behalf; flag critical issues requiring immediate founder attention.
Calendar & Coordination: Manage scheduling across multiple time zones, coordinate meetings with enterprise customers, partners, and internal teams, and prepare executive meeting briefings.
Execution & Tracking: Drive post-meeting momentum by sending prompt follow-ups, scheduling touchpoints, tracking action items, and ensuring zero details fall through the cracks.

Customer Onboarding & Operations

Assist new healthcare and enterprise clients during platform onboarding, providing seamless setup support and answering operational questions.
Serve as a reliable, customer-facing point of contact to resolve client inquiries rapidly.

Financial Reporting & Bookkeeping

Maintain basic bookkeeping records, track daily spend and revenue, and reconcile financial data.
Prepare clear, concise financial reports and summaries for executive review.

Special Projects & Process Improvement

Spearhead special projects as business needs evolve—from building process documentation and configuring internal tech stacks to performing fast-turnaround market research.

Qualifications & Skills

Experience: 3+ years of experience as an Operations Associate, Executive Assistant, Chief of Staff, or similar role directly supporting a founder, CEO, or senior executive.
Startup Mindset: Demonstrated ability to thrive in ambiguous, fast-moving environments and take end-to-end ownership without hand-holding.
Financial Literacy: Hands-on experience with basic bookkeeping, tracking revenue/expenses, and financial reporting.
Communication: Exceptional written and spoken English skills; clear, direct, and concise communicator with no vagueness about project statuses or next steps.
Coachability: Ego-free approach to work; receptive to direct feedback and highly aligned with a hands-on founder's rhythm.
Tech Proficiency: Comfortable with tools like Google Workspace, Slack, Notion, and cloud accounting software (QuickBooks, Xero, or similar).
Schedule & Location: Located in Latin America or South Africa, with full availability to work live during US Pacific Time (PST) business hours.

Nice to Have

AI & No-Code Aptitude: "Vibe coding" ability—comfortable using AI tools (e.g., Claude, Cursor, Lovable) or no-code platforms to build simple automations, internal scripts, or operational fixes.
Prior experience at an early-stage or venture-backed tech startup.
Background or familiarity with logistics, supply chain, healthcare, or B2B SaaS operations

Operations Assistant - 21845