Administrative Virtual Assistant

Job Summary:
We're on a mission to find a proactive Operations and Admin Assistant to help us systematize, organize, and automate our day-to-day operations. You'll manage documents, email, and bookkeeping support while building the templates, SOPs, and workflows that save us time. You'll shine here if you're a ClickUp power user with a sharp eye for process improvement and a strong respect for confidentiality.

Key Responsibilities:

• Organize, rename, convert, and file confidential client documents within a structured folder system
• Set up and keep up folder structures for every new client case or assignment
• Sort and file receipts and expense records, then send them to the accountant for company accounting
• Manage the inbox, getting to and holding an inbox-zero system
• Rework existing documents into reusable templates
• Find recurring tasks and write clear SOPs for them
• Broaden our use of ClickUp by building and improving boards, tasks, and workflows
• Look for automation opportunities and build or recommend automated workflows
• Handle member inquiries for our online platform, such as invoice and account questions
• Write FAQs and SOPs for platform support

Mandatory Skills:

• Advanced working knowledge of ClickUp, including task structures, templates, and workflow setup
• Strong proficiency in Microsoft Office Suite, Outlook, and OneDrive
• Proven experience in document management and file organization
• Experience writing SOPs and process documentation
• Experience with email management and basic bookkeeping support, such as receipt organization
• Strict discipline with confidential information, including never uploading documents to online tools or third-party platforms without approval
• Responsible, sharp-eyed, and independent
• Strong communication skills

Preferred Skills:

• Hands-on experience with automation tools such as n8n, Zapier, or Make
• Experience in a consulting, advisory, or professional services environment
• Customer or member support experience, including email-based support
• Experience building FAQs or knowledge bases
• Skilled at keeping several projects running at once
• Strategic mindset and the ability to suggest process improvements unprompted

Why Join Us:
This is a chance to build the operational backbone of a growing business and see your impact directly. You'll work closely with a supportive, hands-on founder who values initiative and trusts you to work autonomously. There's real room to grow as your responsibilities widen over time.