WANTED: Part Time Detail-Obsessed Operations Assistant (For Notion, Kajabi and YouTube)

**Subject line when you apply:**

`I actually read the instructions`

### Who I am

I run a small, sharp online coaching business helping heart-centered entrepreneurs build simple, profitable businesses. I move fast, think in patterns, and have an ADHD brain. That means:

- Ideas everywhere, all the time
- Multiple projects in motion
- Details can fall through the cracks if no one is catching them

I care a lot about clients, quality, and clean systems. I need someone who cares about the details as much as I care about the work.

### The role (temporary, with room to grow)

Right now I do not need a full Executive Assistant. I need a **reliable, detail-focused operator** to take over routine weekly tasks so I can focus on clients and creating.

If we work well together, this can grow into a bigger, long-term EA role.

**Rough estimate:** 2–5 hours per week to start, depending on your speed and experience.

### What you will handle each week

You will be responsible for making sure my recurring coaching calls and content are captured, organized, and updated properly.

Typical tasks:

- **After coaching calls and livestreams**
- Grab the replay from Zoom / Ecamm / recording platform
- Get the final livestream URL from YouTube, LinkedIn, etc

- Inside YouTube
- Update the title, description, and basic settings to match the session
- Add to the correct playlist
- Set visibility and scheduling as instructed
- Upload the replay to the correct place in **Google Drive** and **Kajabi**

- Inside Kajabi
- Create or update the correct product or lesson
- Add the video file and set the right title and description
- Attach any downloads or resources
- Make sure access is set correctly for the right offers or members

- **Notion updates**
- Update the relevant **content page or hub**
- Add the replay links
- Add or update the short description and key links
- Make sure the title, date, and tags match our naming rules
- Update weekly session pages for Academy and ATLAS
- Tag and organize any related assets (chat transcript, notes, links)
- Add timestamps, quick summaries, and key links once provided
- Keep Notion databases clean, consistent, and current
- Follow and improve existing SOPs for how pages are set up

- **Light ops and follow through**
- Check that replays are actually playable and links work in YouTube, Kajabi, and Notion
- Double-check formatting and consistency of titles, dates, and tags
- Track a simple checklist after each call so nothing is missed
- Nudge me if you are waiting on something fro ---------- to finish a task

### Tools you should be comfortable with

You do not need to be an expert in all of these, but you should be confident learning:

- Notion and Notion databases
- Zoom and livestream platforms
- Google Drive (folders, file naming, sharing)
- Kajabi or a similar course or membership platform
- YouTube Studio for basic livestream and video settings
- Simple video handling (downloading, uploading, using a tool like Descript or similar)

If you have experience inside online programs or coaching businesses, that is a big plus.

### How we will work together

To thrive with me, you need to be comfortable with:

- **Direct communication.** I am blunt, fast, and honest. I do not sugarcoat, but I am fair.
- **ADHD reality.** I will sometimes forget things we talked about. You write it down and bring it back.
- **Attention to detail.** Small formatting errors, wrong links, and inconsistent naming really bother me.
- **Proactivity.** If you are waiting on me, you do not disappear. You follow up and keep things moving.
- **SOPs.** I like things documented and done the same way every time once we d ---------- on a standard. You follow the checklists every time.

I do not want you to wait for step-by-step instructions every time. I will show you once, maybe twice. After that, I want you to own it.

### Who this is perfect for

This role is for you if:

- You love checklists, naming rules, and clean systems
- You notice tiny mistakes and cannot leave them alone
- You like working behind the scenes making sure everything is in the right place
- You are comfortable working with a founder who moves fast and thinks out loud
- You want to grow into a more senior role over time as we build trust

This role is **not** for you if:

- You need constant supervision and reminders
- You take direct feedback personally
- You dislike repetitive tasks or detailed work
- You get overwhelmed by change and evolving systems

### Logistics

- **Type:** Part-time, contractor
- **Hours:** 2–5 per week, with flexibility to adjust as we go
- **Timezone:** I am in North America (Eastern). You do not have to be, but some overlap with my daytime hours is helpful.
- **Pay:** $2–5 USD per hour to start, depending on your experience
- **Start:** As soon as we find the right person

### How to apply

1. Use this exact subject line:

`I actually read the instructions`

2. In the body of your message, answer these questions in order:
1. **Show me your detail brain:**

Tell me about a time you caught a mistake or inconsistency (link, date, format, numbers, whatever) that everyone else missed. What was the mistake, and what did you do?

2. **Replay and Notion experience:**

What tools have you used for:

- Video replays (download, upload, simple edits)
- Knowledge bases or workspaces (Notion, ClickUp, Airtable, etc)

Be specific.

3. **Weekly rhythm:**

What days and times are you usually available in your week? Please include your timezone.

4. **Tech rating:**

Rate yourself from 1 to 10 on:

- Notion
- Google Drive organization
- Learning new tools without hand-holding
5. **Why this role:**

Why does this specific kind of work (repeatable, detail-heavy, behind the scenes) appeal to you?

3. Attach or link:
- Your CV or LinkedIn profile
- A short screen recording (2–3 minutes) walking through a workspace you have organized before. Blur any private info if needed. Explain how you set it up and why.

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**Please DO NOT apply if you do not meet the following criteria:**

- 2+ years experience as a virtual assistant or operations assistant for an online business
- Outstanding organizational skills
- Highly detail oriented
- Strong reading comprehension
- Strong written and spoken English and clear communication skills

If you meet all of the above, start your message with:

> "I meet all criteria and believe this job is for me because..."
>

Then finish that sentence and tell me why you should be considered for the job.

At the end of your application, type this sentence **exactly**:

> "By submitting this application, I confirm that all responses are my original work and accurately reflect my personal experiences and qualifications and I did not use AI for this reply."
>

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### Notion requirement (read this carefully)

Proficiency in **Notion and Notion databases is ESSENTIAL.**

You will be managing tasks, organizing information, and working inside Notion every week to keep everything running smoothly.

If you do **NOT** know how to use Notion AND Notion databases, please do not apply.

As part of your application, you must include all of the following:

1. The phrase **"attention to details is key"** somewhere in your response.
2. A short bullet list titled: **"Notion databases I've managed"** with 3–5 bullets. For example:
- Client X – Program hub and call archive
- Client Y – Content calendar and asset library
3. A link to a **2–3 minute screen recording (Loom or similar)** where you walk through a Notion workspace you have organized.
- Briefly explain what the workspace is for
- Show at least one database
- Show how you organize pages, views, or tags

Applications that **do not follow these instructions exactly** will not be considered.

Looking forward to meeting the right person for this job.