Data Tech/Project Manager/Operations Role

Please read the WHOLE document.

A+ Players wanted.
- the quicker you respond
- the more detailed & accurate your answers to this post
- the faster we will go

Which will result in:
- a quicker interview
- a faster path to a job offer
- a higher compensation range
- a better chance at a FT position

This role is designed for an experienced, highly organized, and tech-savvy professional who can manage executive-level administrative responsibilities while also handling complex data-related tasks. The ideal candidate will work closely with the CEO, supporting operations, vendor/client communications, and data processing.

Primary Responsibilities
Executive & Administrative Support
Task & Project Management: Maintain and organize the CEO’s open loops, tasks, and priorities using mainly Motion. Legacy systems include google sheets, Trello, Airtables, & Notion,.
Familiarity with ClickUp, Jira, Notion, or similar platforms is preferred but not required.
Meeting Coordination & Documentation:
Manage scheduling, appointments, and email correspondence.
Attend key meetings, take detailed notes, rewrite & edit AI notes, and provide recaps.
Organize follow-ups, ensuring next steps are logged and executed efficiently.
Handle inquiries and filter critical communications for the CEO.
Message Routing, logging, organizing tasks/projects from Email-Telegram-Teams-WhatsApp
Process Improvement & SOP Development:
Create and refine Standard Operating Procedures (SOPs) for various tasks to streamline operations.
Identify inefficiencies and suggest workflow automation.
Familiarity with Loom to create video based SOPs or similar platforms.
Client & Vendor Coordination
Communication Management: Act as a liaison between the CEO, vendors, and clients, ensuring expectations are met.
Conference Call Support: Attend and document key takeaways from vendor/client meetings.

Data Management & Technical Tasks
File Handling & Data Processing: Work with CSV files and flat files to:
Merge, split, and edit large data sets.
Reformat, clean, and optimize data for further processing.
Move and rename columns, fix headers, and correct syntax issues.
SQL & Database Management:
Execute basic SQL queries via web-based database tools.
Sort and filter datasets based on specific parameters.
Cross-reference data between different sources.
Data API Management:
Configure and manage incoming & outgoing data feeds via APIs.
Work with vendors to ensure smooth data integration.
Automation & CRM Development:
Help transition Google Sheets-based CRM to a more structured CRM. We are currently evaluating Motion with possible options (HubSpot, ClickUp, or Airtable).
Assist in setting up automation for repetitive tasks.
Quality Assurance: Verify data accuracy and compliance before processing.
Security & Compliance: Maintain strict confidentiality and secure handling of sensitive information.

Ideal Candidate Profile
Highly Detail-Oriented: Exceptional organizational and problem-solving skills.
Double-checks their work - Thoroughness and quality assurance are priorities
Tech-Savvy: You're committed to continuous learning in your field. Experience with data manipulation tools (EmEditor, SQL, Google Sheets, Python, etc.).
CRM & Automation Expertise: Ability to implement automation tools and manage CRMs.
Self-Starter & Problem-Solver: Can proactively identify inefficiencies and provide actionable solutions without excessive hand-holding.
Strong Communication Skills: Ability to work with executives, vendors, and clients professionally. Show us you read the up until here - prepare a message with the words "I am a superstar".
Flexible, Adaptable, Embraces New challenges : When faced with unfamiliar territory, you adapt and develop new competencies. Willingness to learn, adjust, and take ownership of projects in a dynamic environment.
See the big picture - You can connect daily tasks to long-term company objective
Deliver with urgency - You bring focus and energy to meet project timelines


Preferred Experience & Tools
Task Management: Primarily Motion, Trello, Airtables. With expertise in ClickUp, Notion, Jira acceptable.
CRM Systems: Motion, HubSpot, Salesforce, Zoho, Airtable
Data Handling: Google Sheets, Excel (Pivot Tables, VLOOKUP)
File Processing: EmEditor, CSV Editors, Python, etc.
Automation: Zapier, API integrations, etc.
SQL & Web Databases: Basic query handling, database navigation
Remote Collaboration: Telegram, Slack, Zoom, Google Workspace,

Position Type & Availability
Part Time & Full-Time Options:
Position could be split into two part-time roles, one focused on executive assistance, the other on data management).
Must be available to work in U.S. Eastern Time (EST).
Remote position with daily check-ins and real-time collaboration.

Why This Role Matters
The company is in a growth phase, and this role is critical to supporting the CEO in managing multiple moving parts, streamlining operations, and scaling efficiently. We are not just looking for a task-doer—we want someone who thinks strategically, finds better ways to organize and automate, and truly enjoys optimizing business processes. Show me you read the entire description - - continue your message to us with the words "details count". High attention to detail and accuracy will impress us.
This is an opportunity to be part of something exciting, have a direct impact, and grow alongside the business.
Things we are looking for when evaluating candidates:
Fast response times
Detailed Oriented
Follows instructions
No need to chase
Owns their teeth (takes ownership of their role)
Competent
Honest
Smart
Spelling / Grammar
Good natured
Respond to emails after hours
Goes over and above to learn / grow.
An autodidact that can handle self learning projects.