Executive Assistant (Operations & Systems Focus)

 About the Company

A growing education-based business is transitioning from a service-heavy model to a scalable "plug-and-play" system.

The founder is currently heavily involved in:

• Sales conversations
• Proposal creation
• Client delivery workflows

As the business prepares to scale, they are looking for someone to bring structure, systems, and operational clarity across the business.

Role Overview

This is not a traditional EA role.

This position sits between:
Executive Assistant
Operations Manager

You will:

• Turn messy workflows into structured systems
• Build SOPs from scratch
• Improve how the business runs day-to-day
• Support light client coordination & sales processes

The founder is self-described as not highly organized, so this role is critical in bringing structure and direction.

Key Responsibilities

Systems & Process Creation (CORE FOCUS)

• Audit current workflows and identify inefficiencies
• Build SOPs for:
  • Sales → Proposal → Delivery → Follow-up
• Create structured workflows for client lifecycle
• Build clickable process flows / dashboards / tracking systems
• Implement tools (Asana, Notion, etc.)

Business Operations

• Organize Google Drive, documents, and internal systems
• Create repeatable frameworks for:
  • Proposal creation
  • Client onboarding
  • Delivery tracking
• Ensure systems are scalable and easy to maintain

Task & Project Management

• Translate vague direction into structured execution
• Build and manage task pipelines
• Work independently with minimal oversight
• Provide updates and maintain visibility on progress

Light Sales & Client Support

• Assist with:
  • Proposal writing (based on sales calls)
  • Follow-ups and communication
• Maintain casual but professional tone in writing
• Coordinate fulfillment tasks (e.g. delivery/logistics)

Working Style

• 20–30 hours/week (flexible)
• PST timezone
• Async work encouraged (evenings ideal)
• Daily or alternate-day 15-min check-ins (2–5 PM PST)
• Founder provides direction → you execute + structure

Must-Have Experience

• Strong experience as:
  • EA / Operations Manager / Chief of Staff
• Proven track record of:
  • Building systems from scratch
  • Creating SOPs and workflows
• Experience supporting founders or small teams
• Strong written communication (important for proposals)
• Experience with:
  • Google Workspace
  • Canva (bonus but relevant)

Nice-to-Haves

• Background in education or teaching
• Experience in service → scalable business transitions
• Experience with sales workflows or proposals
• Strong sense of tone (casual + professional writing)

Personality Fit (CRITICAL)

• Extremely proactive
• Structured thinker
• Comfortable working with unclear / incomplete direction
• Confident enough to guide the founder
• Independent decision-maker
• Slightly "takes charge" energy