Operations Assistant

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Client Overview

Our client is a growing organization seeking an organized and dependable Operations Assistant to support day-to-day operational processes, task tracking, and volunteer coordination. They are looking for someone who can help ensure responsibilities are completed accurately, requirements are followed, and volunteers receive the coordination and support they need.

Role Overview

The Operations Assistant will support daily operations by maintaining checklists, tracking tasks and internal processes, and assisting with volunteer screening, interviews, and coordination.

The Operations Assistant will also communicate with internal and external stakeholders through phone and written communication, helping ensure information is shared clearly and operational needs are addressed promptly.

This role is ideal for someone who is highly organized, detail-oriented, proactive, and comfortable balancing administrative responsibilities with people-facing tasks.

Location

Fully Remote | 9:00 AM - 5:00 PM EST

Key Responsibilities

Task Management & Process Coordination

• Maintain and review operational checklists to ensure tasks and requirements are complete and accurate.

• Track ongoing tasks and internal processes to ensure responsibilities are completed on time.

• Follow up on outstanding items and help prevent tasks from being overlooked.

• Maintain organized records of operational activities and requirements.

• Help ensure established processes and procedures are followed consistently.

• Identify missing information, incomplete tasks, or potential issues and communicate them to the appropriate team members.

Volunteer Screening & Coordination

• Screen prospective volunteers according to established requirements.

• Conduct volunteer interviews and document relevant information.

• Coordinate volunteer onboarding and ongoing activities.

• Communicate expectations, responsibilities, and next steps to volunteers.

• Ensure volunteers have the information, tools, and support required to perform their responsibilities.

• Maintain organized volunteer records and track progress throughout the screening and coordination process.

• Follow up with volunteers as needed to ensure timely completion of requirements.

Communication & Operational Support

• Make phone calls to volunteers, team members, and other stakeholders as required.

• Provide accurate information and respond to operational questions.

• Maintain professional and organized communication across interactions.

• Follow up on requests, tasks, and outstanding information.

• Coordinate information between relevant internal and external stakeholders.

• Support team members with day-to-day administrative and operational needs.

Administrative Support

• Assist with documentation, recordkeeping, and general administrative responsibilities.

• Maintain organized information related to tasks, volunteers, and internal processes.

• Help coordinate schedules, activities, and operational requirements when needed.

• Manage multiple priorities while maintaining accuracy and attention to detail.

• Provide additional operational support as priorities evolve.

Qualifications

Experience

• 1+ year of experience in operations, administration, coordination, or a similar support role.

• Experience tracking tasks, checklists, processes, or administrative requirements.

• Experience communicating with internal or external stakeholders.

• Experience with volunteer coordination, candidate screening, interviewing, recruiting, or similar people-facing responsibilities is preferred.

• Experience working independently and managing multiple responsibilities is preferred.

Skills

• Strong organizational and task-management skills.

• Excellent written and verbal communication skills.

• Strong attention to detail and ability to identify incomplete or missing information.

• Professional phone etiquette and interpersonal skills.

• Ability to conduct structured screening conversations and interviews.

• Ability to manage multiple priorities and follow through on outstanding tasks.

• Strong recordkeeping and documentation skills.

• Proactive approach to identifying and resolving operational issues.

• Ability to work independently while maintaining accuracy and accountability.

What Success Looks Like

• Operational checklists remain accurate, complete, and up to date.

• Tasks and requirements are consistently tracked through completion.

• Outstanding items are identified and followed up on before they become operational issues.

• Volunteer screening and interviews are completed efficiently and consistently.

• Volunteers receive clear information, coordination, and support throughout the process.

• Internal and external communication is handled professionally and promptly.

• Operational records and documentation remain organized and reliable.

• Multiple priorities are managed effectively without important tasks being overlooked.

• The team can rely on the Operations Assistant for consistent day-to-day operational support.

Opportunity

This role offers the opportunity to develop hands-on experience across operations, administration, process coordination, and volunteer management.

As the Operations Assistant, you will play an important role in keeping daily activities organized, ensuring tasks are completed accurately, and supporting volunteers throughout their involvement with the organization.

For someone who enjoys organization, communication, and keeping processes moving forward, this role provides the opportunity to build broader operational experience while making a meaningful contribution to the team.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form

• Record a video showcasing your skill sets