Executive Assistant / Operations Coordinator

About EcomexpertsEcomexperts is a specialized SEO agency for e-commerce and B2B clients. We're a process-driven team blending SEO excellence, automation, and creative execution.You'll work directly with Marc (Founder/SEO Director) to strengthen team accountability, tighten execution systems, and turn ideas into action.About The RoleThis role blends executive assistance, project coordination, and operational enablement.You'll be the follow-through engine that ensures nothing falls through the cracks: turning Slack messages into tasks, chasing deliverables, keeping SOPs current, improving team systems, coordinating training, and supporting marketing visibility.The job is open to applicants from Philippines only due to timezone restrictions.Your GoalHelp the team stay accountable, organised, and preparedâso Marc can focus on strategy, growth, and leadership.Key ResponsibilitiesTeam Accountability & Project Follow-Through (40%)Convert ideas and Slack/DMs into clear tasks with owners, due dates, and âdefinition of done.âTrack tasks to completion and follow up until delivered.Maintain visibility dashboards and accountability trackers across departments.Identify blockers, escalate early, and ensure accountability loops are closed.Support system improvement initiatives in Freedcamp / Productive.io / internal tools.Run simple retrospective notes to improve workflows weekly.SOPs, Systems & Training (25%)Organise, update, and audit agency SOPs (BookStack / Google Docs / Drive).Build clarity between process vs. outcomeâensure SOPs are concise, current, and used.Coordinate training systems for new hires (checklists, onboarding templates, Loom libraries).Collect and document lessons learned into repeatable frameworks.Ensure every recurring task has an SOP and checklist before handoff.Client Meeting Preparation (20%)Prepare client meeting briefs: goals, open items, and supporting data or screenshots.Draft post-meeting action summaries and circulate within 24 hours.Maintain a âclient contextâ document for each active account (owner, goals, performance, red flags).Support Marc with presentation outlines, key talking points, or short summaries ahead of strategy sessions.Social Media & Brand Support (10%)Coordinate posting across LinkedIn, YouTube, and company profilesâpull clips, captions, and drafts.Manage content calendar (posts, stories, quotes, and snippets).Liaise with designers or copywriters to ensure timely delivery of posts.Track engagement metrics and flag high-performing content.Maintain brand asset library (logos, headshots, templates, etc.).Ad-Hoc & Special Projects (5%)Assist with internal initiativesâhiring workflows, client resource creation, team documentation.Research tools or processes that can improve team speed or quality.Take ownership of small improvement projects end-to-end.Success Metrics (Your KPIs)Task Closure Rate: 95%+ of assigned tasks completed within deadlines.SOP Accuracy: All active SOPs reviewed/updated quarterly.Meeting Readiness: 100% of client meetings prepared 24h prior; summaries delivered within 24h post-meeting.Accountability Response Time: <4h average response to team queries during business hours.Social Media Consistency: Weekly cadence maintained; no missed posts.Founder Leverage: â¥15 hours/week of Marc's time shifted from admin/follow-up to strategic work.Who You AreExecution-driven: You chase completion, not conversation.System-oriented: You naturally turn chaos into checklists.Strong communicator: Excellent written English; clear, concise updates.Process-minded: You see inefficiencies and fix them before they spread.Detail-reliable: You catch the small things others miss.Calm under pressure: Competing priorities don't faze you.Tech-literate: Confident with Google Workspace, Slack, Freedcamp/Productive, Loom, and social tools.Bonus If You HaveSEO or digital-marketing context awarenessLight project management or ops experiencePrior experience maintaining SOP or training librariesFamiliarity with HubSpot, Canva, or automation tools (Zapier/Make)Why Join EcomexpertsDirect impact: You'll shape the agency's systems as we scale 4Ã.Growth path: Clear trajectory to Operations Manager or Chief of Staff.Remote-first flexibility: Work anywhere with Perth/AWST overlap.Autonomy & trust: You own outcomes, not just tasks.Learning culture: Continuous improvement mindset and training support.