Operations Manager & Executive Assistant (Remote)

We are seeking a highly organized, proactive, and detail-oriented Operations Manager & Executive Assistant to work directly with the CEO of a growing digital marketing agency specializing in restaurants. This role combines project management, team accountability, client communication, billing administration, reporting, documentation, and executive support. You will serve as the operational hub of the company, helping ensure projects are completed on time, clients are taken care of, and internal systems run efficiently.

What Success Looks Like:

You will serve as the operational hub between clients, the CEO, and the internal team. You will help ensure projects are completed on time, client communications are handled professionally, invoices are sent and collected, and the entire organization runs efficiently.

If you enjoy creating order, following up on tasks, documenting processes, and helping a growing company operate efficiently, this may be a great fit.

Key Responsibilities.

Project Management:
Track all client projects and deadlines
Follow up with tea ---------- mbers on pending tasks
Ensure projects move forward on schedule
Coordinate priorities between departments
Identify bottlenecks and bring solutions

Team Accountability:
Daily check-ins with tea ---------- mbers
Weekly task reviews
Ensure deadlines are met
Report incomplete tasks
Maintain team productivity dashboards

Executive Assistant Duties:
Manage CEO calendar
Schedule meetings
Organize appointments
Send reminders
Prepare meeting agendas
Take meeting notes when needed

Client Success & Administrative Support:

Generate and send client invoices
Set up and manage recurring payments and subscriptions
Follow up on outstanding invoices and overdue balances
Monitor client billing status and notify management of any issues
Respond to client inquiries via phone, email, text message, web chat, and social media when appropriate
Assist with client onboarding and account setup
Coordinate client requests with internal tea ---------- mbers
Ensure client questions are routed to the appropriate department and followed through to completion
Maintain accurate client records inside the CRM
Schedule client meetings, strategy calls, and follow-up appointments
Help deliver a professional and responsive customer experience

Client Reporting:
Prepare monthly client reports
Collect data from social media
Collect Google Business Profile metrics
Collect website analytics
Organize reports for client delivery

Photo & Video Coordination:
Schedule restaurant photo shoots
Coordinate with clients
Confirm appointments
Organize content delivery timelines

SOP Documentation:
Create and maintain SOPs
Record processes using Loom or Zight
Build training documents
Organize company knowledge base

Google Drive Organization:
Maintain folder structure
Organize photos and videos
Ensure files are properly named
Archive completed projects

CRM & Operations:
Update project statuses
Track client onboarding
Maintain internal databases
Assist with workflow improvements

Required Skills:
Must Have
Strong English communication
Excellent organizational skills
Attention to detail
Google Workspace
Google Drive
Project management experience
Task follow-up experience
SOP documentation experience

Preferred
----------
ClickUp
Asana
Trello
Notion
GoHighLevel
Canva
Zight

Personality Traits:
We Value
Integrity
Ownership
Accountability
Coachability
Discipline
Initiative
Problem-solving
Long-term mindset

We can teach software.
We cannot teach character.

Compensation:
Starting Pay: $800 - $1,200 USD per month
(Based on experience)

Full-time
40 hours per week
Monday-Friday
10:00 AM - 6:00 PM CST preferred

Long-term opportunity with growth into:
Director of Operations
as the company grows.

How to Apply:

If you believe you would be a great fit for this role, please reply with your answers to all of the screening questions below.

We are looking for honest, thoughtful responses based on your real experiences. Please do not use AI-generated answers. We value authenticity, self-awareness, and clear communication more than perfect grammar or polished responses.

Applications that do not answer all screening questions will not be considered.

Shortlisted candidates will be contacted for a video interview and may be invited to complete a small paid assessment project related to project coordination, organization, and documentation.

We are looking for someone who wants to grow with us long-term and become a key part of building 360 Restaurant Growth Engine (360RGE).

Screening Questions

1. Tell me about a time you had multiple projects due at the same time. How did you prioritize them?

2. Describe a situation where a tea ---------- mber missed a deadline. What did you do?

3. What project management software have you used?

4. How do you ensure tasks don't get forgotten?

5. Tell me about a process or SOP you created.

6. If your CEO gives you 10 tasks and then disappears for 3 days, what would you do?

7. What books have had the biggest impact on your professional life?

8. If nobody checked on your work for an entire week, would your productivity increase, decrease, or stay the same? Why?

9. Tell me about a mistake you made at work and what happened next.

10. Why do you believe you would be successful in this role?

Attention to Detail

To confirm that you have carefully read this job post, please include the phrase:

"Systems create freedom."
at the beginning of your application.