Cold Email Agency Operator / Personal Assistant

Hi, my name is Will and I am currently a soloprenuer looking to expand my team.
Here is what I am in need of:

we need a proven operator who’s scaled cold email fulfillment teams and knows this space inside and out.

Your Mission:

You’ll own operations end-to-end — managing team workflows, ensuring campaigns launch on time, and building systems that allow us to scale cleanly to $30K/month and beyond.

We’re looking for someone who has done this before: built and run ops for a cold email freelancer, offer, or agency.

Responsibilities:

Most importantly to start you will work as my personal assistant to help me get organized.

? Build, document, and manage SOPs for cold email campaign delivery (lead gen ? copy ? inbox setup ? launch ? reporting)
? Manage and coordinate cold email freelancers (you would be our first VA hire) but looking to add — inbox managers, copywriters, data VAs, and account managers
? Own and optimize our tool set ( Trello, Instantly, Warmup Inbox, Clay, Google Workspace, Notion, Airtable, etc.) - we currently do not have much infrastructure so I am relying on your guidance and professional experience
? QA campaigns before launch — verify personalization, copy formatting, lead lists, sending limits, etc.
? Track campaign performance (opens, replies, bookings, deliverability) and coordinate with team to improve
? Set up streamlined onboarding and fulfillment for new clients
? Maintain project timelines and team accountability inside ClickUp or Notion
? Build backend systems that reduce friction and help us scale across 10–20 active clients

You Are:

A true operator with experience running backend ops for a cold email-focused offer or agency

Extremely organized, proactive, and systems-oriented

Able to manage freelancers, timelines, and delivery without constant follow-ups

Deeply familiar with cold email strategy, tools, workflows, and deliverability best practices

Not afraid to take initiative, flag issues early, and get your hands dirty

Nice to Haves (Not Required):

Experience running client reporting via Loom, Notion, or Slack

Familiarity with scraping tools, enrichment workflows, and AI inbox agents

Background working with lead gen, B2B SaaS, or digital agencies

Role Details:

Start: ASAP

Hours: 10–20 hrs/week, with potential to scale

Location: Remote

Rate: based on experience / how fast can you deliver results

To Apply:

Please include:

A short summary of your cold email agency experience

An example of a system you built that improved client delivery

Your hourly rate and weekly availability

The phrase "cold email operator" in your first sentence so we know you read this