Operations Assistant

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

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).

Due to the nature of the role and close collaboration with the CEO, 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.

Requirements

• 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 isnot 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.

Candidate process

1. Initial interview with the Recruiter - 30min - introduction to the company and a short review of your experience/skill set.
2. Assessment - completing a short, role-specific task
3. Final interview with the CEO - 45min
4. 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.

Our Values
We are guided by curiosity, collaboration, and persistence. We seek to understand deeply, work collectively to solve complex challenges, and remain resilient in pursuit of meaningful, long-term impact. These principles shape how we operate as a team and how we support the success of our clients.

👉Take a look at this short video 🎥 featuring a few words from the CEO about our company, industry insights, and founding HQ!

Looking forward to meeting you!

www.tryheadquarters.com