Operations Assistant

Operations Assistant (High-Performance Role – Remote, Philippines)
- Reports to Founder/CEO

Read This First
This is not a typical assistant role.
We are looking for someone who can start as an Operations Assistant and grow into a General Manager / Operations Lead as the company scales. If you are looking for a task-based, repetitive role — this is not the right fit. If you are ambitious, organized, and want to take ownership of real business operations — keep reading.

About StudioVivian
StudioVivian is a Toronto-based company providing in-home music lessons for children across multiple provinces in Canada, with plans to expand further. We work with hundreds of music instructors and are building more than a lesson service — our mission is to help the next generation develop confidence through music and one-on-one mentorship. We are a fast-growing company focused on building strong systems, high-performing teams, and exceptional client experiences.

The Role
You will work directly with the Founder to support, manage, and eventually oversee the company’s operations.
This role will evolve quickly based on your performance and capabilities.

First 3 Months:
Learn all aspects of the business
Support day-to-day operations closely with the Founder

After 3 Months:
Take ownership of core operations
Begin managing systems, processes, and team coordination independently

Core Responsibilities:
• Operations & Administration
• Manage and coordinate daily operations across the business
• Handle incoming communications and direct accordingly
• Coordinate music lesson scheduling between teachers and students
• Maintain and update records, databases, and internal systems
• Manage calendars, meetings, and administrative workflows
• Plan meetings, track action items, and ensure follow-through

Accounts & Financial Administration
• Manage accounts receivable (invoicing, deposits, collections, follow-ups)
• Monitor and resolve delayed or missed payments
• Manage accounts payable (vendor invoices, teacher payments, timesheets)
• Maintain accurate client and vendor records
• Assist with month-end reporting and financial tracking
• Identify and resolve discrepancies

Operations Management & Growth
• Support execution of operational processes across HR, Marketing, Sales, and Accounting
• Track and ensure team KPIs are met
• Support revenue targets and business growth initiatives
• Identify inefficiencies and implement process improvements
• Build and refine systems (especially spreadsheets and reporting tools)

Team & Client Experience
• Ensure high levels of client satisfaction and retention
• Support onboarding and coordination of teachers
• Help improve both student and instructor experience
• Build strong relationships with clients, team members, and partners

Who You Are (A-Player Profile)
• 2+ years experience as an Executive Assistant, Operations Assistant, or similar role
• Extremely organized with strong planning and execution skills
• Highly tech-savvy (Google Workspace, CRMs, QuickBooks, spreadsheets, automation tools)
• Strong with numbers and comfortable handling financial/admin tasks
• Able to build and improve systems (not just follow them)
• Proactive, detail-oriented, and solution-focused
• Strong communication skills (written and verbal)
• High emotional intelligence and professionalism
• Able to prioritize, take initiative, and operate with urgency
• Comfortable working in a fast-paced, evolving environment

Who This Is NOT For
• You need constant direction or supervision
• You struggle with deadlines, organization, or follow-through
• You prefer repetitive, low-responsibility tasks
• You are not comfortable handling multiple areas of a business

What Success Looks Like
• Operations run smoothly and efficiently
• Systems are clear, organized, and scalable
• Clients and teachers are satisfied and retained
• The Founder is able to step back from day-to-day tasks
• The business continues to grow in a structured way

Growth Opportunity
This role is designed to grow into a General Manager / Operations Lead position for the right candidate.

Specifications & Tools
• Proficient in Microsoft Office / Google Workspace
• Experience with QuickBooks (or similar accounting tools)
• Comfortable using project management tools and communication platforms
• Strong spreadsheet skills required

How to Apply
• To be considered, please include:
• A short introduction (no templates)
• A 2–3 minute Loom video explaining:
• Why you’re a strong fit
• A system or process you improved in a previous role
• Your resume
• A cover letter
• Applications without a Loom video will not be considered.