Business Operations Assistant

Overview
Support a faith-driven entrepreneur operating multiple businesses (real estate, insurance claims, business acquisitions) by handling routine administrative operations, freeing leadership for strategic work.

Core Responsibilities

Email & Communication Management (25%)
• Execute weekly email cleanup using CLEAN software across multiple accounts
• Create and maintain email organization rules
• Track and organize business correspondence
• Monitor inboxes for time-sensitive items requiring escalation

Calendar & Meeting Coordination (25%)
• Create calendar entries with detailed information
• Schedule and confirm appointments
• Update Zoom links and meeting logistics
• Send reminders and follow-up communications
• Coordinate across multiple business calendars

Task Tracking & Follow-Up (25%)
• Track pending items in ClickUp project management system
• Make status update phone calls to vendors and contractors
• Follow up on outstanding responses and deliverables
• Document updates and maintain task notes
• Create and manage checklists fro ---------- eting notes

Documentation & Data Management (15%)
• Organize documents and attachments in ClickUp
• Update contact information in Google Contacts and CRM
• Research and verify business information (licenses, contact details)
• Maintain organized filing systems
• Track subscription renewals and deadlines

Personal Assistance Support (10%)
• Research and coordinate personal logistics
• Track packages and deliveries
• Research options for personal needs
• Coordinate family activity registrations and scheduling

Required Skills
• Excellent written and verbal English communication
• High attention to detail and organizational skills
• Proficiency with Google Workspace (Calendar, Contacts, Gmail)
• Experience with project management tools (ClickUp preferred)
• Comfortable making phone calls in English to US businesses
• Self-starter who follows through without micromanagement
• Reliable internet connection and quiet workspace

Preferred Qualifications
• Previous Executive Assistant or Virtual Assistant experience supporting US-based executives
• Familiarity with US business practices and time zones
• Experience with CRM systems
• Basic research skills using Google

Working Relationship
• Report to Operations Manager for task assignments and priorities
• Receive pre-organized workflows and clear instructions
• Escalate complex issues requiring business judgment to Operations Manager
• Weekly check-in meetings to review priorities
• Work during US business hours (Eastern Time Zone) for phone calls

What We Offer
• Stable, long-term position with growth potential
• Clear processes and organized workflows
• Supportive leadership team
• Faith-based business environment
• Flexible scheduling within required hours