Executive Operations Assistant

Role Title: Executive Operations Assistant

Location: Work From Home (India)Work Hours: 7:00 PM – 5:00 AM IST (Night Shift)Reports To: Director – Community Impact & Business Empowerment (USA)

About SAASOA & Project SOAR

SAASOA (Strategic Alliance for Affiliated Store Owners of America) supports thousands of gas stations and convenience stores in the USA. )

Project SOAR is SAASOA's internal system for structuring and professionalizing operations, programs, and events.

You will work directly with a US-based Director and the operations team from your home in India.

Role Overview

The Executive Operations Assistant is a mix of:

• Executive Assistant
• Operations Coordinator
• Program & Event Support

Your job is to help the Director and operations team run programs, events, and daily operations smoothly by:

• Managing calendars & meetings
• Organizing documents and data
• Supporting programs and events for vendors, members, and communities
• Helping build and maintain clear SOPs and systems (Project SOAR)

You will work closely with the Administrative Coordinator and share some core responsibilities.

Key Responsibilities1. Direct Support to the Director

• Manage the Director's calendar and key meetings.
• Prepare the Director for internal and external calls (agendas, docs, PPTs, notes).
• After meetings, capture decisions and action items, and turn them into clear tasks with owners and deadlines.

2. Program & Event Support

• Help plan and coordinate programs and initiatives for vendors, members, and community partners.
• Support events (online and occasional in-person events coordination), including:
• Scheduling on SAASOA calendars
• Sending invites and confirmations
• Sharing Zoom links and basic logistics
• Keeping all event files organized in Google Drive
• After events, help:
• Update attendance
• Capture results and feedback.
• Organize follow-up tasks

3. Project SOAR Systems & SOPs

• Work with the Director to document how SAASOA operates (SOPs, checklists, guides).
• Maintain the Master SOAR Document – keep it updated and aligned with real practice.
• Draft and format SOPs, templates, and training materials for staff.
• Help design structures that are AI-friendly (Gemini-ready): clean names, clear folder structure, and easy tracking.

4. Operations Coordination & Team Support

• Work closely with the Administrative Coordinator to:
• Manage calendars and meetings.
• Coordinate vendor, partner, and member calls.
• Maintain organized Google Drive folders for projects and meetings.
• Provide backup support when the Administrative Coordinator is overloaded or on leave.
• Help the Director run operations meetings:
• Prepare agendas
• Take notes
• Track progress on key initiatives

5. Data Entry, Tracking & Organization

• Do accurate data entry in:
• Google Sheets (trackers, logs)
• Zoho (tasks/projects)
• Attendance lists and vendor/member records
• Maintain clean, consistent structures:
• Standard event titles
• Standard folder and file names
• Clear email and form titles
• Match data across calendar, Drive, and trackers so nothing gets lost or duplicated.

6. Standards, Quality Control & Improvement

• Apply SAASOA naming and organization rules across:
• Google Calendar
• Google Drive
• Gmail (where needed)
• Google Forms
• Regularly review and clean up:
• Key calendars
• Important Drive folders
• Spot recurring problems or confusion in workflows and suggest improvements to the Director.

QualificationsRequired: 3+ years of experience in one or more of these roles:

• Executive Assistant
• Operations Coordinator
• Program / Project / Event Coordinator
• Strong skills in Google Workspace:
• Calendar, Drive, Docs, Sheets, Gmail, Meet/Zoom
• Comfortable with data entry and tracking (spreadsheets, logs, basic databases).
• Proven ability to draft and format documents:
• Agendas
• SOPs
• Templates
• Internal communications
• Excellent organization skills – able to handle multiple priorities and deadlines.
• High level of discretion, professionalism, and integrity with sensitive information.
• Comfortable working in a dynamic, evolving environment where systems are still being built.
• Willing and able to work night shift (7 PM – 5 AM IST) Monday to Saturday, from home.

Preferred

• Experience supporting programs or events (virtual or in-person) for:
• Internal teams
• Vendors
• Members
• Communities
• Experience in a nonprofit, association, or mission-driven organization.
• Familiarity with:
• Project or task management tools (e.g., Zoho, Asana, Trello, etc.)
• Interest in or exposure to AI-enabled workflows and organizing information for various tools, like Gemini, etc.

Benefits & PerksWe know night-shift, high-responsibility work deserves real support, not just big words. As part of our team, you'll receive:

• Fully-Remote, Work-From-Home Setup Support
• Wi-Fi reimbursement for a 100 Mbps fibre plan (up to ₹10,000)
• A sign-up bonus of ₹5,000 after the probation period.
• Health, Wellbeing & Mental Health
• Group health insurance for peace of mind
• Access to a mental health–focused program so you're supported as a person, not just an employee
• Performance-Based Annual Bonus
• Annual bonus linked clearly to:
• Accuracy & reliability
• Night-shift attendance
• Discipline in following systems (SOAR, Drive structure, standards)
• If you perform, it shows up in your paycheck. Simple
• Time Off & Balance
• Paid time off and holidays so you can actually switch off and recharge
• Growth, Learning & Career Path
• Hands-on training with tools like Zoho, AI/Gemini, Google Workspace, and more
• Monthly and quarterly feedback & career-growth conversations with leadership
• For high performers: a future pathway to Operations Lead / Senior EA, as we grow and build the next layer of leadership
• Stability, Culture & Real Work
• Long-term, stable role with direct exposure to US leadership
• No sales, no cold calling – this is pure operations and executive support, not a call-center job.
• During your training period, you will be coached on the key management, coordination, and operations skills needed to help run SAASOA like a well-oiled machine.
• Serious, mission-driven work with a US organization serving thousands of businesses – not random, short-term freelance gigs

Who This Role Is For

This role is a good fit if you:

• Like systems, structure, and checklists.
• Enjoy supporting leaders and making operations run smoothly behind the scenes.
• Enjoy making things organized and easy for others.
• Are detail-oriented, loyal, and stable, looking for long-term remote work, not a short gig.
• Can stay calm when many things are happening at once.
• Are loyal, honest, and take ownership of your work.
• If you want stable, long-term, remote work with direct exposure to US leadership and are okay with night shift, this role is built for you.

You won't just be "doing admin work"; you'll be helping to build and run the systems that keep a large, mission-driven organization moving.

Job Type: Full-time

Pay: ₹7, ₹10,000.00 per month

Benefits:

• Cell phone reimbursement
• Health insurance
• Internet reimbursement
• Life insurance
• Paid sick time
• Paid time off
• Work from home

Work Location: Remote