Operations Virtual Assistant

Job Summary:
Our next hire will be a proactive Operations and Admin Assistant who will 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 give us time back. We're counting on a ClickUp power user with a sharp eye for process improvement and a deep respect for confidentiality.

Key Responsibilities:

• Organize, rename, convert, and file confidential client documents in a structured folder system
• Create and maintain folder structures for each new client case or assignment
• Sort and file receipts and expense records, and send them to the accountant for company accounting
• Manage the inbox, reaching and maintaining an inbox-zero system
• Convert existing documents into reusable templates
• Spot repetitive tasks and document them in clear SOPs
• Expand our use of ClickUp by building and refining boards, tasks, and workflows
• Find automation opportunities and build or recommend automated workflows
• Answer member inquiries for our online platform, such as invoice and account questions
• Develop FAQs and SOPs for managing 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
• Observant, organized, 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
• Capable of keeping several projects under control at once
• Strategic mindset and the ability to recommend process improvements without being asked

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 on your own. There's real room to grow as your responsibilities expand.