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. (www.saasoa.org)

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: ₹7,000.00 - ₹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