Operations Assistant

Operations Assistant (Outsourced / Remote)
Reporting to: Chief Operating Officer
Location: Remote (Offshore)
Engagement: Full-time / Long-term Contract
Industry: Digital Assets / Hedge Fund / Financial Services

Role Overview
This is a high-trust, high-autonomy operations role supporting the COO across the execution of day-to-day business operations. The Operations Assistant acts as an extension of the COO — taking loosely defined problems, determining what needs to be done, and driving them to completion with minimal supervision. This is not a task-taking role. It is an ownership role. You will be expected to operate independently, manage ambiguity, and close operational loops without constant direction.

Core Responsibilities
Operational Execution & Ownership

Take ownership of operational tasks delegated by the COO and execute them end-to-end. Translate high-level or loosely defined requests into clear actions. Anticipate dependencies, blockers, and follow-ups without being prompted.
Close loops and confirm completion rather than leaving tasks half-done.

Accounts, Counterparties & Exchanges
Open and manage accounts with exchanges, custodians, banks, brokers, and service providers. Coordinate onboarding documentation, KYC, KYB, and account setup. Track onboarding status, outstanding items, access credentials, and approvals.
Maintain a clear inventory of active counterparties and access points.

KYC & Compliance Operations
Track KYC refresh requirements across exchanges, counterparties, and vendors. Proactively manage document updates, renewals, and submissions. Maintain structured, up-to-date repositories of corporate and personal KYC materials.
Ensure KYC records are complete, consistent, and audit-ready.

Board & Governance Operations
Support post-board and committee meeting execution and follow-through. Maintain a centralized board action log covering actions, owners, deadlines, and status. Chase internal and external stakeholders for overdue actions where appropriate.
Prepare clean post-meeting summaries highlighting open actions and next steps. Ensure board materials, minutes, resolutions, and action trackers are correctly filed, versioned, and accessible. Keep governance records organized and inspection-ready.

Investor & External Requests (Light Touch)
Support responses to routine investor or counterparty queries. Gather data, documents, and supporting materials as requested. Escalate matters requiring judgment, decisions, or approvals.

Data, Documentation & Systems Hygiene
Organize, clean, and maintain Google Drive and internal document repositories. Digitize and streamline operational documentation Enforce consistent naming, version control, and folder structures. Ensure critical documents are easy to locate and clearly labeled.

Process Improvement & Automation
Identify inefficient, manual, or repetitive operational processes. Propose and implement improvements using automation or workflow tools where appropriate. Create simple SOPs, checklists, or trackers once processes stabilize.
Improve operational clarity and reduce dependency on ad-hoc explanations.

Ad-hoc COO Support
Pull data, prepare summaries, and assist with operational analysis. Support one-off operational projects as they arise.
Handle frequent context switching without losing accuracy or follow-through.

Required Experience & Skills
3+ years in operations, administration, or execution-focused roles. Experience working in fast-moving, loosely structured environments. Comfortable interacting with financial institutions, exchanges, and service providers.
Strong written English and clear, concise communication. Highly organized with strong attention to detail.
Confident using tools such as Google Drive, spreadsheets, and workflow tools. Able to work independently and manage competing priorities.

Strongly Preferred
Experience in hedge funds, crypto, fintech, or financial services. Prior remote or offshore role supporting senior management. Familiarity with KYC / KYB processes. Experience maintaining governance or compliance documentation.