Business Operations Assistant

Location: Remote
Schedule: Full-Time (Monday–Friday) (US based hours)

We’re seeking a proactive, detail-obsessed Business Operations Assistant to be the connective tissue across our executive, operations, and marketing teams. You’ll build and maintain the systems, processes, and reporting that keep the business running smoothly—owning calendars and cadences, shepherding projects, coordinating vendors, handling finance/admin tasks, and supporting light marketing operations. If you love structure, thrive on checklists, and can anticipate needs before they’re spoken, this role is for you.

• Process & SOPs: Create, maintain, and improve SOPs, playbooks, and intake forms; document workflows and handoffs.

• Project Coordination: Own project plans, timelines, and dependencies in tools like Asana/ClickUp/Notion; drive follow-ups and close loops.

• Vendor & Contract Admin: Coordinate vendor onboarding, NDAs/MSAs/SOWs routing, subscription/license tracking, and renewal calendars.

• Finance/Admin Support: Prepare POs, submit/track invoices and reimbursements, reconcile statements against budgets, and coordinate with accounting/AP. Maintain spend and subscription trackers.

• Data & Reporting: Compile weekly operating metrics and executive summaries; build simple dashboards in Sheets (pivots, lookups, charts).

• Meeting Operations: Own agendas, notes, action registers, and decision logs for leadership and cross-functional meetings; monitor SLAs on tasks.

• Systems Hygiene: Maintain CRM and shared drives/knowledge bases (naming conventions, version control, permissions).

• Logistics: Coordinate travel, offsites, vendor meetings, shipments, and event logistics as needed.

• Compliance & Risk Basics: Keep document controls current and flag risks, blockers, or policy gaps to leadership.

• Calendar & Prioritization: Manage a complex executive calendar, optimize time blocks, triage requests, and protect focus time.

• Briefings & Materials: Prepare pre-read packets, slide decks, and briefing docs; capture action items and track outcomes.

• Communication Hub: Draft internal/external correspondence and act as a liaison across teams and stakeholders.

• Travel & Personal Admin: Coordinate itineraries, bookings, expense submissions, and occasional personal admin tasks.

• Cadence & Calendars: Maintain campaign calendars, deliverable trackers, and asset libraries.

• Coordination: Move projects forward with designers, copywriters, agencies, and freelancers.

• Light Execution: Schedule content in approved tools; make basic CMS updates (upload blogs, update links/banners).

• Reporting: Pull top-line performance snapshots from analytics/CRM platforms for weekly summaries.

• 2+ years in business operations, executive assistance, or project coordination in a fast-paced environment.

• Excellent organization, prioritization, and follow-through; relentless attention to detail.

• Strong written/verbal communication; concise note-taking and crisp status reporting.

• Proficiency with Google Workspace (Docs/Sheets/Slides/Calendar) or Microsoft 365; advanced Sheets skills (filters, pivot tables, VLOOKUP/XLOOKUP, charts).

• Hands-on with project/work management tools (Asana, ClickUp, Notion, Trello) and collaboration tools (Slack).

• Comfortable coordinating AP/AR basics (invoices, POs, reimbursements) and working with accounting partners.

• Familiarity with CRM/marketing tools (e.g., HubSpot, Mailchimp, Klaviyo, WordPress/CMS) sufficient for light support.

• Self-starter with a process-improvement mindset and the judgment to handle confidential information.

• Experience in Marketing Operations or with lifecycle/email platforms.

• Basic design skills (Canva/Adobe) for quick-turn internal assets.

• Automation tools (Zapier/Make), light SQL/BI, or Looker Studio for simple dashboards.

• Exposure to QuickBooks/Xero, procurement, or vendor management.

• 30 Days: Map core workflows, publish an SOP index, stabilize executive calendar and weekly operating report.

• 60 Days: Reduce task follow-up SLAs; implement vendor/subscription tracker; standardize meeting ops (agenda → actions → outcomes).

• 90 Days: Launch a lightweight operating dashboard; shorten monthly reporting cycle; deliver two documented process improvements or automations.