Executive Assistant (Business Operations Coordinator)

Job Description

This is a remote position.

Schedule : Monday to Friday, 9 : 00 AM–6 : 00 PM PST (California)

Total Weekly Hours : 40 Hours

Our client is a global beauty manufacturing company with 18 years of excellence, specializing in full turnkey solutions for skincare, color cosmetics, beauty tools, and product development—from concept to market. With operations across the USA, China, South Korea, and Thailand, the company delivers innovative beauty manufacturing solutions to clients worldwide.

They are seeking an exceptional Executive Assistant to serve as a strategic partner to the President. This role extends far beyond administrative support—you will manage business operations, assist with sales-related tasks, support personal matters, and eventually represent the President in select business situations. This position requires someone highly organized, proactive, and capable of operating with independence across multiple time zones.

Responsibilities

Calendar & Schedule Management (High Priority)

Monitor the President’s calendar daily and send timely reminders

Create calendar invites based on instructions received via email, WeChat, or WhatsApp

Coordinate meetings when CC’d on related email threads

Manage scheduling conflicts and prioritize the President’s time effectively

Communication & Customer Service

Monitor the customer service mailbox (light volume)

Triage, respond, or escalate inquiries as appropriate

Track communications across various sales platforms

Maintain consistent and timely follow-up

Sales & Business Development Support

Join sales representative recruiting calls

Learn and mirror the President’s communication and decision-making style

Eventually conduct independent Zoom calls with prospects

Make outreach calls to new customers to gather initial information

Assist with market research projects

Project & Account Management

Follow up on customer projects and track timelines

Coordinate with Account Managers / Project Managers on project progress

Send reminders to internal teams to prevent delays

Ensure all customer communications remain organized and up-to-date

Financial & Administrative Operations

Generate customer invoices promptly

Track payments and send reminders when needed

Send NDAs through DocuSign and manage document status

Organize spreadsheets, documents, and business records

Support ad-hoc administrative tasks

General Business Support

Assist the President with evolving business needs

Provide operational support across departments as required

Healthcare Management

Book, reschedule, or cancel medical appointments

Property Management Support

Send monthly rent invoices

Track payments and follow up on outstanding balances

Personal Assistance

Handle remote personal tasks and ad-hoc requests

Requirements

Technical Skills

AI-savvy (critical) : Proficient with ChatGPT, Gemini, and other AI tools

Advanced proficiency in :

Google Workspace (Gmail, Calendar, Sheets, Docs)

Microsoft Office Suite

DocuSign

Zoom and other video conferencing tools

WeChat & WhatsApp for business

Quick learner with strong adaptability to new systems

Professional Competencies

Exceptional organizational skills and ability to manage multiple priorities

Extremely responsive with strong follow-through

Hard-working, self-motivated, and proactive

Professional demeanor and ability to represent leadership

High attention to detail and accuracy

Strong problem-solving skills and ability to anticipate needs

Communication

Strong English proficiency (written & verbal) — REQUIRED

Excellent business writing skills

Confident phone presence for clients and vendors

Ability to adopt the President’s communication style

Personal Attributes

High emotional intelligence, discretion, and integrity

Independent working style with strong judgment

Growth mindset and willingness to take on increasing responsibility

Cultural awareness for working with global teams

Performance Expectations

Submit daily work reports with tasks, pending items, and next-day priorities

Respond to messages within the agreed-upon timeframe (e.g., within 2 hours during business hours)

Maintain 99%+ accuracy in scheduling, invoicing, and documentation

Proactively identify and resolve issues

Provide ongoing suggestions for process improvements

Growth Opportunity

The right candidate will :

Progress from task execution to strategic decision-making

Eventually represent the President in sales calls and meetings

Develop deep industry knowledge in beauty manufacturing

Potentially grow into operations management or business development roles

Independent Contractor Perks

HMO coverage (eligible locations)

Permanent work-from-home arrangement

Immediate hiring

ZR_29775_JOB

Requirements

Technical Skills AI-savvy (critical) : Proficient with ChatGPT, Gemini, and other AI tools Advanced proficiency in : Google Workspace (Gmail, Calendar, Sheets, Docs) Microsoft Office Suite DocuSign Zoom and other video conferencing tools WeChat & WhatsApp for business Quick learner with strong adaptability to new systems Professional Competencies Exceptional organizational skills and ability to manage multiple priorities Extremely responsive with strong follow-through Hard-working, self-motivated, and proactive Professional demeanor and ability to represent leadership High attention to detail and accuracy Strong problem-solving skills and ability to anticipate needs Strong English proficiency (written & verbal) — REQUIRED Excellent business writing skills Confident phone presence for clients and vendors Ability to adopt the President’s communication style