Operations Generalist | Sales Ops | SOP Architect

Manage multi-stakeholder projects across concurrent clients in B2B partnerships, education services, and financial advisory. Design pipeline structures from scratch in Asana, integrate task boards with CRMs and scheduling tools, build cross-functional workflows, and run weekly leadership cadences. Comfortable in EOS/L10 environments. Track everything to due dates with zero overdue tasks as the performance standard.

Chief of Staff and EA to a CEO: daily executive briefings in locked formats, calendar ownership as single source of truth, travel coordination, CEO task tracking with on-time delivery scoring, and 1-3-1 decision memos (problem / options / recommendation). Combine high-touch EA execution with strategic CoS work: operational governance, SOP development, and cross-division team coordination.

Provide end-to-end virtual support across concurrent clients in different industries and timezones (US, Philippines, Australia). Handle calendar, inbox, scheduling, billing, client communications, CRM updates, document preparation, and SOP development. Operate independently with no-hand-off principle: resolve issues using available context and bring recommendations rather than escalate open questions. Switch between business models in a single workday without losing operational rigor.

Manage active B2B pipelines end-to-end across HubSpot and Close CRM. Track deals across multiple corporate accounts, keep CRM data clean and current, build follow-up cadences, and design CRM - project board integrations so leadership sees both pipeline view and weekly execution in one connected system. Treat pipeline hygiene and deal stage discipline as core operational work, not afterthoughts.

Run administrative operations for multiple businesses simultaneously, calendar management, scheduling, document control, billing, vendor coordination, credential management, and travel booking. Maintain operational systems as single sources of truth and enforce SLAs (48-hour reschedule windows, 5-minute receipt forwarding, 1-hour calendar sync). Treat administration as systems work: document processes as SOPs and close gaps the moment a confirmed answer is found.

Own executive and team calendars as single source of truth across multiple businesses. Coordinate complex scheduling between CEOs, division leads, clients, and external partners across multiple timezones. Manage interconnected scheduling systems (Google Calendar - Acuity) where changes in one affect the other. Never propose a time without first confirming the calendar is clear. Enforce a strict no-Friday-PM rule when applicable.

Manage executive and shared inboxes across multiple clients. Triage, draft responses in founder/executive voice, flag decisions for 1-3-1 escalation, and keep no-open-loops discipline. Coordinate outreach with check-open-loops-first rule. Format-disciplined: terse and scannable for executive comms, full-sentence for client-facing, Australian or US spelling on demand.

Write client-facing B2B sales and partnership materials, pitch decks, proposals, slide copy, partnership briefs, and internal executive briefings (daily reports, weekly meeting prep, decision memos). Absorb founder/executive voice and write in it: short, declarative, numbers-forward, no fluff. Format-disciplined: WhatsApp-scannable for executive comms, full-sentence for reports, Australian or US spelling on demand.

Coordinate social media workflows for client-facing campaigns including content calendars, post scheduling, and platform-specific approval chains. Brief creatives (graphic designers, video editors) on asset requests and manage review gates before publishing.

Maintain accurate, current data across CRMs (HubSpot), project boards (Asana, Trello), HR systems (Gusto), time-tracking (Clockify with 3-level taxonomy), and scheduling (Acuity). Treat data hygiene as core operational work, clean CRM data, properly tagged time entries, and synced calendars are non-negotiable, not nice-to-haves.

Act as primary escalation point for client satisfaction across service-delivery and B2B partnership businesses. Assess service-fit issues, execute swift remedial actions (staff re-matching, contract revisions, billing adjustments), and protect client relationships during friction points. Leverage positive sentiment into Google reviews and referrals. Handle conflict tactfully without losing the account.

Manage full-cycle onboarding for new hires: screening applications, coordinating multi-round interviews, verifying background checks and I-9 compliance, executing employment contracts within tight expiration windows, and provisioning system access so new staff are productive on day one. Fluent in Gusto. Also coordinate professional-role hire pipelines.