Creative Operations & Systems Manager

Backend Operations | Systems Architecture | Executive Support
40 hours per week
$8–$12 USD per hour (structured growth)

To apply, complete this form:

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Applications submitted through OnlineJobs.ph will not be reviewed.

About Allison Media Co.
Allison Media Co. is a premium real estate media company serving high-performing agents and developers across Ontario. We specialize in photo, video, aerial, and creative marketing content. We are growing, volume is increasing, our standards are high, & our systems are evolving.

This role exists to build and maintain the backend structure that allows us to scale without chaos.

This is not a task-only VA role.

This is a systems-driven operations role with executive support responsibilities.

Long term, this role can grow into owning backend operations.

Role Breakdown

This role has three clear components.

1) Backend Systems & Operations (Primary Focus)

You will design, refine, and maintain the operational backbone of the company.

• Build and improve systems inside Notion
• Identify workflow inefficiencies and redesign them
• Document SOPs clearly and cleanly
• Improve file organization, handoffs, and delivery processes
• Create clarity by asking the right questions before executing
• Turn messy processes into structured, repeatable systems
• Reduce the number of backend decisions the founder has to make

We are still refining systems. You must be comfortable operating in an evolving structure.

2) Executive Support

You will help protect leadership focus.

• Manage inbox communication clearly and professionally
• Draft client replies
• Maintain CRM organization
• Track follow-ups and next steps
• Surface priorities early

This is not passive admin work. You are thinking before responding.

3) Marketing Distribution Systems

You will maintain the systems that distribute existing content.

• Build and manage newsletter workflows
• Format and schedule campaigns
• Maintain structured social media scheduling systems
• Ensure content is distributed consistently and professionally

You are not responsible for being the content personality.
You are responsible for building and maintaining the distribution engine.

What Success Looks Like

You will be successful in this role if:

• Backend systems become clearer and more scalable
• Fewer operational details require founder attention
• Workflows are documented and followed
• Quality control improves
• Communication remains professional and consistent
• Chaos decreases as volume increases

Requirements

• 2+ years experience in operations, systems, or backend support
• Strong written & spoken English
• Strong creative eye
• Experience building or improving Notion workspaces
• Experience designing SOPs or structured workflows
• Comfortable with CRM systems and Google Workspace
• High attention to detail
• Calm under feedback and iteration
• Able to work independently without constant direction

Who This Role Is For

• You think in systems, not tasks
• You prefer structure over improvisation
• You ask clarifying questions early
• You are comfortable pushing back respectfully
• You want long-term ownership, not short-term freelancing
• You prefer steady execution over burnout sprints

Who This Role Is Not For

• Task-only virtual assistants
• People who avoid asking questions
• Those who need rigid, static systems
• Short-term freelancers

Compensation Structure

• $8.00/hr – First 30 days
• $8.50/hr – Days 31–90
• $9.50–$12/hr – Post 90-day review (based on performance and ownership)

Growth is performance-based, not time-based.

Reminder: Only applications submitted via the Google Form will be reviewed.