Operations Executive Assistant to VP, Operations (Remote) Job Description

Operations Assistant to VP, Operations (Remote Worldwide)

Are you a hyper-organized individual with a proactive approach to everything you do? 

We're seeking a driven Executive Assistant to the VP of Operations who can both help create organization where there is chaos, but also who can help manage workflows and support the larger organization through their participation and support.

Our Mission at Powered by Search

We are on a mission to be the best in the world at SaaS marketing — doing work we love, with people we like, how we want. As trusted advisors to the world's fastest-growing B2B SaaS and tech companies, we're rated 5/5 ★★★★★ on Glassdoor, with 99% of our team recommending us to peers.

The Opportunity

We are seeking a proactive, detail-oriented, and highly organized Executive Assistant to support VP, Operations and ensure the efficient operation of their daily activities and ultimately the organization systems of the company at large. The ideal candidate will possess exceptional time management, communication, and multitasking skills, along with a strong ability to handle sensitive and confidential information. As the Operations Assistant, you will play a crucial role in facilitating communication, coordinating schedules, and assisting with project management in a fast-paced and dynamic environment.

Core Responsibilities

Reporting to the VP, Operations, you will:

• Executive Support:
  • Provide high-level administrative support to VP, Operations, including managing calendars, scheduling meetings, and coordinating appointments as needed.
  • Prepare and review correspondence, reports, presentations, and other documents for team meetings and communications.
• Meeting and Event Coordination:
  • Organize and schedule meetings, including logistics, materials, and follow-up actions.
  • Ensure timely and effective preparation of meeting agendas, taking minutes when necessary, and ensuring follow-up on action items.
• Project Management Support:
  • Assist with tracking and managing ongoing projects, ensuring deadlines are met and deliverables are achieved.
  • Maintain project-related files and documents, ensuring all relevant information is accessible and up-to-date.
  • Help ensure all client onboarding deliverables are appropriate set up and provide support with client communication around invoicing, project management support and team support
• Administrative Tasks:
  • Maintain and update client records in order to support the VP, Operations in her reporting and forecasting needs
  • Process and track expenses, invoices, and other financial documentation in a timely and accurate manner.
• Special Projects:
  • Assist with the preparation and execution of special projects and initiatives as directed by the executive.
  • Conduct research and gather information as needed for projects, reports, and presentations.
• Travel Coordination:
  • Manage and coordinate all aspects of executive travel, including flight arrangements, accommodations, itineraries, and travel-related expenses.
  • Prepare detailed travel schedules and ensure the executive’s travel experience is smooth and efficient.

You're Our Ideal Candidate If You:

• Proven experience as an Executive Assistant or in a similar role providing administrative support at the executive level.
• Strong proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant office software.
• Experience with project management tools (e.g., Asana, Trello, or similar platforms) is a plus.

• Skills & Abilities:
  • Exceptional organizational and time management skills with the ability to prioritize tasks effectively.
  • Strong English written and verbal communication skills.
  • Ability to maintain professionalism and confidentiality at all times.
  • High attention to detail and problem-solving ability.
  • Ability to work independently and as part of a team, managing multiple tasks with minimal supervision.
  • Flexible and adaptable, with a strong ability to handle shifting priorities in a fast-paced environment.

Required Experience

• 2+ years of executive assistant experience
• Demonstrated success managing project management systems
• Remote work experience and excellent virtual communication skills

Why Join Powered by Search?

• Drive results without the typical agency constraints
• Work with premium B2B SaaS clients who respect expertise
• Join a team with 3+ year average tenure and 70+ NPS
• Advance your career without becoming purely managerial
• Learn from top 1% SaaS marketing experts

Core Values

• Give a Sh!t
• Always Be in It To Win It
• Be Obsessed with Serving Others
• Practice a Growth Mindset
• When We Fail, We Don't Lose the Lesson

Benefits & Compensation

• Competitive base salary + quarterly performance bonuses
• 5 weeks paid time off
• Flexible remote work (4-hour overlap with Americas time zones)
• Comprehensive health benefits for Canadian residents
• Regular in-person team meetups and annual retreat
• Weekly 1:1 coaching and professional development
• Work directly with clients (no account managers)