[Hiring] Operations Assistant @HeadQuarters

Role Description

We are seeking a dedicated and detail-oriented assistant to provide foundational, day-to-day support to our CEO. The core focus is on providing reliable, efficient administrative support, ensuring the CEO's schedule and time are managed effectively.

• Working hours for this position are: 10:00 AM – 6:00 PM PST (7:00 PM – 3:00 AM for candidates located in Serbia).
• A high level of responsiveness is important, including occasional check-ins outside standard working hours when priorities shift.
• The perfect candidate will need to possess the three Rs: RELIABILITY, RESPONSIBILITY, and RESILIENCE.
• Provide comprehensive calendar management: schedule meetings, appointments, and calls across multiple time zones.
• Serve as a communication gateway, managing and prioritizing emails and messages with discretion.
• Manage and maintain important documents, files, and records, ensuring easy accessibility for the CEO.
• Proactively handle administrative tasks to ensure the CEO's punctuality and preparedness for all commitments.
• Extract follow-ups from meeting notes, including action items, decisions, and key takeaways.
• Actively follow up on action items and commitments made during meetings, tracking progress, and ensuring timely completion.
• Arrange travel and accommodations as needed.
• Prepare basic documents, presentations, and reports.
• Perform other core administrative and support duties as required.

Qualifications

• Strong English proficiency (written and spoken), with the ability to communicate clearly and professionally.
• Prior experience in an assistant role is not obligatory; however, experience in roles that involved strong organization, coordination, and attention to detail will be considered an advantage.
• High level of organization and reliability; able to provide consistent, dependable support.
• Clear communicator with a professional and respectful demeanor.
• Motivated to work remotely for a US-based company and support a CEO directly.
• Interest in building a long-term foundation in an Executive / Personal Assistant role.
• Looking for a stable, focused position and willing to learn and master core executive support tasks.

Requirements

• Initial interview with the Recruiter - 30min - introduction to the company and a short review of your experience/skill set.
• Assessment - completing a short, role-specific task.
• Final interview with the CEO - 45min.
• Meet-up with the current assistant.

Benefits

• 🧑‍💻 Fully remote performance - Enjoy the freedom to perform from the comfort of your own stage.
• 💰 Performance-based salary increase opportunities - Your performance and impact will be recognized through structured salary reviews.
• 📈 Opportunities for professional growth - Be part of an industry that’s blazing a trail, working with the largest companies in the cannabis industry.
• 🤝 A collaborative and supportive team culture - Join a team that values teamwork, open communication, and shared success.
• 🌍 An international working environment – Collaborate with colleagues and clients from around the world, gaining global exposure and perspective.

Company Description

HeadQuarters is a global start-up that partners with US cannabis companies to provide support in finance, sales operations, marketing and logistics.