Operations Assistant for Fast Paced Digital Marketing Agency

About the Role

We are seeking a highly intelligent, proactive, and detail-obsessed Virtual Assistant to support our Creative Director, Pod Leaders (Project Managers), and broader agency team. This role requires excellent communication skills, exceptional organization, and a strong sense of ownership. You must be able to anticipate needs, flag issues before they become problems, and confidently move projects forward without waiting for permission.

This is a fast-paced, high-pressure environment with quick turnaround expectations. We are looking for someone who operates with integrity, takes accountability seriously, and consistently strives for excellence—someone who doesn’t mind staying a little later when needed to get the job done right.

If you are resourceful, solutions-oriented, and energized by managing multiple moving pieces at once, you will thrive here.

Key Responsibilities

Project Coordination & Workflow Management
Coordinate directly with the Creative Director and Pod Leaders to manage client deliverables.
Move tasks through each stage of the workflow (creation ? review ? revisions ? approval ? scheduling ? publishing).
Set up task cards, task details, subtasks, descriptions, and deadlines in platforms like Notion and Nifty.
Follow up with clients and internal tea ---------- mbers to gather missing information proactively—whether from clients, tea ---------- mbers, past documentation, or internal assets—and ensure tasks are ready for execution
Maintain clear, up-to-date task statuses for newsletters, blogs, and social media content across multiple clients.
Flag potential issues proactively and offer suggested solutions.

Content Operations
Organize, track, and manage newsletters, blog posts, and social media assets (you do not need to write or design them).
Schedule social media content through GoHighLevel (knowledge preferred but not required).
Ensure all content follows internal guidelines and is prepared for team review or client approval.

Administrative Support
Manage spreadsheets, trackers, and reporting documents with exceptional accuracy.
Follow established processes while confidently making decisions to keep projects moving.
Communicate effectively with tea ---------- mbers and clients through written and verbal channels.
Assist with quality control in conjunction with the Quality Control Manager by ensuring deliverables are handled, organized, and finalized correctly.

Required Skills & Qualities

Professional Skills
Excellent written and spoken English (grammar, clarity, professionalism).
Strong organizational skills and ability to manage many detailed tasks simultaneously.
High-level decision-making ability and willingness to act independently when appropriate.
Ability to work efficiently under pressure and adapt quickly to shifting priorities.
Tech-savvy and able to learn new tools quickly.
Strong coordination, follow-through, and project management instincts.

Personal Qualities
Smart, intuitive, and able to think outside the box.
Extremely detail-oriented and punctual.
Honest, accountable, and trustworthy.
Strong sense of responsibility and ownership.
Solutions-focused and results-driven.
Willing and able to occasionally work beyond standard hours when deadlines require it.
Consistently motivated to do your best work.

Tools & Platforms We Use
(You do not need to know all of these, but familiarity is a plus.)
GoHighLevel
Notion
Nifty
Google Drive
Loom
Zoom
Kajabi
WordPress
Canva
Adobe Creative Suite
CapCut

Work Schedule
Monday–Friday, 9AM–5PM EST - Availability during these core hours is required for the first 6 months. After this period, schedule flexibility may be discussed based on performance and workload.

Bonus Skills (Not Required but Highly Valued)
Strong writing or editing abilities
Basic design skills (Canva or Adobe Suite)
Experience scheduling content or managing workflows in GoHighLevel
Prior agency, project coordination, or operations experience

How to Apply

Please follow all steps. Applications missing anything will not be considered.

- Start your application message with the phrase: “Details Are My Superpower”
- Attach your resume/CV (PDF preferred)
- Include a 2–3 minute intro video link recorded specifically for this application
- Introduce yourself
- Share relevant experience
- Explain why you’re a fit for this role
- Do not submit a pre-recorded or generic intro video

Answer these questions directly in your application:

1. Why are you a strong fit for this role?
2. Describe a time you proactively solved a problem.
3. Which tools from our list have you used before?
4. Can you work Monday–Friday, 9AM–5PM EST for the first 6 months?