Process Automation VA

Job Summary:
We have room for a proactive Operations and Admin Assistant to help us bring structure, order, and automation to our day-to-day operations. You’ll look after documents, email, and bookkeeping support while creating the templates, SOPs, and workflows that free up our time. The person who’ll succeed here is a ClickUp power user with a keen eye for process improvement and a firm respect for confidentiality.

Key Responsibilities:

• Sort, rename, convert, and file confidential client documents within a structured folder system
• Build and maintain folder structures for every new client case or assignment
• File receipts and expense records and forward them to the accountant for company accounting
• Run the inbox, bringing it to inbox zero and keeping it there
• Convert existing documents into reusable templates
• Pinpoint repetitive tasks and document them in clear SOPs
• Grow our use of ClickUp by creating and refining boards, tasks, and workflows
• Look for automation opportunities and build or propose automated workflows
• Reply to member inquiries on our online platform, such as invoice and account questions
• Develop 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 organizing receipts
• Strict discipline with confidential information, including never uploading documents to online tools or third-party platforms without approval
• Thorough, trustworthy, and able to work unsupervised
• 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 setting
• Customer or member support experience, including support by email
• Experience creating FAQs or knowledge bases
• Comfortable splitting focus across several projects
• A strategic outlook and the ability to suggest process improvements on your own initiative

Why Join Us:
This is an opportunity to build the operational foundation of a growing business and see your impact firsthand. You’ll work closely with a supportive, hands-on founder who values initiative and trusts you to work independently. There’s genuine room to grow as your responsibilities expand.