Remote Executive Assistant & Operations Coordinator

Mythical Circus is seeking a highly organized, proactive, and detail-oriented Executive Assistant & Operations Coordinator to support our fast-paced creative operations remotely.

We are looking for someone who communicates professionally, learns quickly, stays organized under pressure, and helps keep operations moving smoothly without constant supervision.

This is NOT a passive assistant role. We are looking for someone resourceful, responsive, dependable, and proactive who takes initiative and helps maintain structure within a fast-moving creative business.

Work Environment & Expectations:

This is a project-based role, meaning some days are busier than others depending on active projects, installs, deadlines, and client needs.

Although there may be slower periods during shifts, tea ---------- mbers are expected to remain available, responsive, and attentive during scheduled working hours.

Schedule:
• Monday–Friday: 8:00 AM–5:00 PM PST
• Saturday: 8:00 AM–1:00 PM PST
• Work on holidays may be required depending on operations
• On slower operational days, tea ---------- mbers may request to end their shift early once all tasks and responsibilities have been completed
• Other jobs are allowed outside of scheduled working hours only

Because operations move quickly, responsiveness is extremely important. If management reaches out during working hours, we expect prompt replies and availability rather than delayed callbacks.

We are looking for someone who:
• Completes tasks quickly and accurately
• Maintains strong attention to detail
• Responds promptly during working hours
• Helps keep operations moving proactively
• Follows up on pending items independently
• Sends reminders regarding deadlines, unanswered messages, invoices, approvals, and project updates
• Asks “What else can I help with?” when tasks are completed

Position Details:
• Remote Position (Philippines Preferred)
• Salary: $350 USD/month
• Performance bonuses and raises available
• Healthcare assistance available after 6 months based on performance and retention

Responsibilities:
• Manage HoneyBook CRM
• Organize and track incoming inquiries
• Create invoices, proposals, and work orders
• Prepare project details and internal notes
• Manage email communication
• Draft client messages for approval before sending
• Track follow-ups, reminders, and pending tasks
• Help ensure projects and operational tasks stay on schedule
• Maintain organized client records and timelines
• Support daily operations and administrative coordination

Requirements:
• Strong written English REQUIRED
• Strong communication skills REQUIRED
• We must be able to clearly understand and communicate with each other professionally
• Excellent organization and attention to detail
• Fast response times during working hours
• Ability to multitask and prioritize efficiently
• Reliable internet REQUIRED
• Backup internet or hotspot REQUIRED
• Quiet and professional work environment
• Comfortable learning software independently
• CRM/Admin experience preferred
• HoneyBook experience is a PLUS but not required

How We Work:

We value initiative, accountability, professionalism, urgency, and problem-solving.

Tea ---------- mbers are expected to:
• Research and attempt solutions independently before escalating basic questions
• Verify important information before taking action
• Communicate clearly and professionally
• Follow instructions carefully
• Maintain professionalism with clients and tea ---------- mbers
• Help keep operations organized and moving proactively

Deal Breakers:
• Repeated lateness
• Slow or inconsistent communication
• Disappearing during shifts
• Excessive excuses
• Failure to follow instructions
• Poor attention to detail
• Lack of urgency
• Unprofessional communication
• Frequent avoidable mistakes
• Working another job during scheduled hours

Performance & Growth:

Performance evaluations are based on responsiveness, communication, attention to detail, organization, initiative, reliability, and overall operational support.

Strong performance may lead to bonuses, raises, expanded responsibilities, and long-term growth opportunities within the company.

Probation & Evaluation:

This role begins with a 2-week probationary evaluation period designed to assess reliability, communication, responsiveness, initiative, attention to detail, and overall fit for the role.

The first compensation release will occur after successful completion of the 2-week probationary period and fulfillment of performance expectations.

Candidates who fail to complete the probationary period, abandon the role, disappear during shifts, or fail to meet minimum performance standards may not qualify for compensation release.

We are looking for long-term tea ---------- mbers who want stability, growth, and professional development.

Application Instructions:

To be considered, please follow ALL instructions carefully.

• Use 20 Apply Points when submitting your application
• In the FIRST line of your application, include the code:

MYTHICAL-READY

Applications missing the code or Apply Points requirement may not be reviewed.

Please include:

1. Resume
2. Internet speed screenshot
3. Your long-term career goals
4. Any CRM/Admin experience
5. Short paragraph explaining why you are a good fit