Hire a Filipino Agency Operations Assistant

What they take off your plate

Run client onboarding with checklists, access requests and kickoffs
Keep project boards current and chase overdue tasks
Prepare weekly and monthly client reports from templates
Manage invoices, contracts, renewals and payment follow-up
Schedule client calls and internal meetings
Be the day-to-day contact for client logistics
Turn repeated work into SOPs as they go

The founder shouldn’t be the operations department

In most small agencies and coaching businesses, every client touches the founder several times before any real work begins: the welcome email, the access requests, the kickoff scheduling, the first invoice. Multiply that by every client and every month, and the founder has no time left to sell or lead.

One person owns the machinery

An operations assistant owns everything around delivery. New clients get the same smooth onboarding every time. Projects have a current board and someone who notices when tasks stall. Reports and invoices go out on schedule. The founder steps in only where their judgment is needed.

Document as you go

The long-term value of this role is the documentation it creates. A good operations assistant writes down every process they run, which turns your agency’s know-how into SOPs you can hand to every future hire. If you’d rather start with the documentation, see our business solutions work.

How we vet for this role

The skills test

The skills test is a mock client onboarding: from a signed proposal, candidates build the onboarding checklist, draft the welcome email and access request, set up the project board and write a one-page status report template. We look for organization, clear writing and details a client would notice.

It is one of eight checks, alongside a portfolio review, a past employment check, a live English interview, a paid trial task, a background check and an NDA. You interview the shortlist at the end.

See all eight checks

Getting started

What the first 30 days look like

Week 1
Your assistant documents how onboarding, reporting and invoicing work today, and joins client and team channels.
Week 2
They take over onboarding for new clients and start maintaining project boards.
Week 3
Weekly client reports and invoicing move over, using templates you approve.
Week 4
Review onboarding time, overdue tasks and your own hours saved, and hand over the next area.

Measuring it

Numbers worth watching

Agree on these in week one so you both know what good looks like.

Days from signed contract to project kickoff
Overdue tasks on project boards
Reports and invoices sent on time
Hours per week the founder spends on operations

Industries

Where this role often works

Agencies, coaches & SaaSClient onboarding, operations and customer support, so the founder stops doing every job.

FAQ

Questions about hiring a agency operations assistant

Can an operations assistant talk to our clients?

Yes, for logistics: scheduling, access, status updates and invoices. Strategy and delivery conversations stay with you and your specialists.

We don't have documented processes. Is that a problem?

It's common. Your assistant can document processes while doing them, or our business solutions work can map and write them first so onboarding is faster.

Does this role work for coaching businesses?

Yes. For coaches it usually covers session scheduling, client onboarding, course platform admin, community moderation and invoicing.

How is this different from an executive assistant?

An executive assistant supports the founder personally. An operations assistant supports the business's delivery system. Many growing agencies eventually have both.

Related roles

Often hired alongside

Tell us what your agency operations assistant should own.

Book a 30-minute discovery call. Bring your task list and a budget range, and we'll show you what to delegate first.

Book a discovery call