Operations Admin Assistant (Executive Support)

Summary

We are a self-storage US-based business and we are seeking a highly organized, proactive, and process-driven Operations Administrative Assistant based in LATIN AMERICA to support our Operations Manager and, at times, the COO. This role is critical to maintaining momentum across operations by providing structure, visibility, documentation, and consistent follow-through.

This is not a passive support role. You will act as an operational force multiplier… tracking commitments, organizing priorities, documenting processes, and following up relentlessly. When the Operations Manager is focused on fieldwork or unavailable, you'll independently manage the operational workflow, ensuring critical tasks continue to move forward without stalling.

The right person thrives on clarity, accountability, and turning conversations into completed actions.

Key Responsibilities

Organization, Prioritization & Follow-Through

• Track tasks, deadlines, and commitments from meetings, calls, emails, and conversations

• Maintain clear, up-to-date lists of open items, next steps, ownership, and due dates

• When priorities are unclear or multiple items need attention, independently assess what's blocking progress, escalate appropriately, and move tasks forward rather than waiting for clarification.

• Surface risks, delays, dropped tasks, or overload early, before they become problems

• Help maintain daily and weekly priority visibility for the Operations Manager

• Confidently manage up by providing reminders, structure, and follow-through support

• Comfortable diplomatically escalating stalled items and asking clarifying questions to unblock work, includes occasionally advocating for priority clarity with the Operations Manager when needed

Documentation, Process & Reporting

• Take detailed notes during meetings and calls and translate them into clear, actionable tasks

• Produce daily written updates outlining:

• What was completed

• What remains open

• What is blocked or at risk

• What requires a decision or escalation

• Draft, create, update, and refine Standard Operating Procedures (SOPs), policies, and workflows

• Maintain organized digital files, documents, and reference materials

• Pull operational data and provide basic summaries or analysis to support audits and decision-making

Vendor & External Coordination

• Communicate confidently by phone and email with contractors, service providers, utilities, and vendors

• Obtain quotes, schedule work, and track progress to completion

• Follow up consistently to ensure timelines are met and expectations are clear

• Cover communications on behalf of the Operations Manager when needed

Cross-Functional Support

• Occasionally assist the COO with operational tasks or special projects

• Support continuity across projects, locations, and vendors

Required Skills & Qualifications

• Proven experience as an Administrative Assistant, Executive Assistant, Operations Coordinator, or similar role

• Exceptional organizational skills and attention to detail

• Strong process documentation skills; comfortable creating and maintaining SOPs in ClickUp

• Excellent written and verbal communication skills

• Comfortable with structured accountability and persistent follow-up

• Able to manage multiple priorities in a fast-moving, evolving environment

• Calm, professional, and confident when reminding others of commitments

• Comfortable with extended periods of desk-based, detail-oriented work

Tools & Systems

• ClickUp (task management, SOPs, workflows)

• Google Workspace (Docs, Sheets, Drive, Calendar)

• Slack, Zoom, Teams

• Operational systems as needed (storage management software, call tracking, etc.)

This Role Is Not

• A passive support role waiting for instructions

• A position for someone uncomfortable with follow-ups or reminders

• A job for someone who dislikes structure, documentation, or tracking details

Why This Role Matters

You will be the operational guardrail, bringing clarity, structure, and execution to a complex, multi-location business. Your work ensures that priorities stay visible, commitments are honored, and operations continue moving forward even when leadership is stretched across multiple responsibilities.

This role is ideal for someone who takes pride in organization, accountability, and being the steady force that keeps everything on track.

Application Process

• Shortlisted candidates will be asked to complete an additional application form.