Operations Assistant

Position Overview
The Operations Assistant is a critical execution role that empowers the company to design world-class operational systems by handling documentation, data management, process tracking, and administrative support. You'll be the operational backbone of the company - the person who turns strategic designs into documented, tracked, and continuously improving processes.
You ensure the systems we design are documented, organized, accurate, and accessible. You are organized, detail-oriented, proactive, and thrive when given clear specifications and ownership of execution.
What You'll Do
Core Responsibilities
1. DOCUMENTATION & PROCESS MANAGEMENT
Transform the Operations Architect's process designs and business logic into polished, professional Standard Operating Procedures (SOPs)
Capture current-state processes by interviewing department owners and observing operations
Create and maintain a centralized documentation library with version control, change logs, and a master index
Proactively identify undocumented processes and flag them for prioritization
Maintain an "Opportunities Log"—as you document processes, identify and capture potential improvements (separate from approved SOPs)
Update SOPs when processes change, maintaining version history so teams know what's new
Deliverable: 2-3 finalized SOPs per week once templates and process flows are approved
2. DATA MANAGEMENT & DASHBOARDS
Set up and maintain dashboards per the Operations Architect's KPI framework specifications
Pull data daily from business systems, input into dashboards, and verify accuracy
Monitor dashboard alerts for anomalies and flag issues to the Architect immediately
Create detailed weekly data quality reports showing accuracy %, missing data, alerts, and confidence level
Document data sources and flag when sources change (so metrics remain comparable)
Ensure 99%+ data accuracy—dashboards are only useful if numbers are trustworthy
3. PROCESS MONITORING & COMPLIANCE TRACKING
Create and maintain compliance checklists for each SOP to track whether teams are following approved processes
Monitor adherence to processes and document exceptions with context (date, process, reason, department)
Flag recurring issues or bottlenecks to the Architect with evidence and frequency
Report weekly on process compliance metrics and identify systemic issues
4. TASK & PROJECT TRACKING
Attend all meetings and document decisions, action items, owners, due dates, and blockers using a standard template
Maintain a master Decisions Log showing what was d ---------- , who owns it, when it's due, and current status
Maintain a master Project Tracker showing all initiatives: timeline, dependencies, current status, blockers, next milestones
Track all blockers and escalate immediately so the Architect can unblock issues
Send weekly task status reports to the team and Architect
Maintain a Pain Points & Opportunities Log to feed the 90-day roadmap
5. TEAM COORDINATION & COMMUNICATION
Schedule and prepare materials for the Architect's discovery interviews with department leaders
Coordinate tea ---------- etings, send invites, and prepare meeting materials
Support process change rollouts by drafting communications (per Architect's direction) and distributing to teams
Collect and compile team feedback after new processes launch (via surveys, 1-on-1s, or observations)
Follow up with teams on decisions, action items, and process adoption
6. RESEARCH & ANALYSIS SUPPORT
Research tools, platforms, and vendors per the Architect's specifications; create comparison sheets
Gather best-practice research, case studies, and competitive intelligence to inform process design
Compile and organize data that the Architect needs to analyze (e.g., time waste by process, error patterns)
Research industry standards and how peer companies structure operational systems
Present findings in digestible, one-page summaries so the Architect can incorporate ideas quickly
7. ADMINISTRATIVE SUPPORT & SYSTEMS SETUP
Set up business systems per Architect specifications (Google Drive folder structure, tool configurations, user access)
Maintain the Architect's calendar, manage schedule coordination, and handle meeting logistics
Track tool subscriptions, software licenses, and administrative expenses
Maintain a centralized Project Operations Manual—organizing all approved SOPs, KPIs, dashboards, org charts, and workflows
Manage files, organize deliverables, and ensure nothing falls through cracks

Success Metrics (How We'll Measure Your Performance)
KPI
Target
Deadline
SOPs Completed & Formatted
2-3 fully finalized SOPs per week
Ongoing (starting Week 5)
Data Accuracy Score
99%+ accuracy on all dashboard data
Ongoing (starting Week 8)
On-Time Deliverables
100% of assigned deliverables completed on or before deadline
Ongoing
Process Compliance Reporting
Weekly report with 100?curacy (zero missed exceptions)
Ongoing (starting Week 8)
Documentation Currency
100% of SOPs reflect current processes; no outdated versions in use
Ongoing
Meeting Coordination Efficiency
100% of scheduled meetings happen on time with all materials prepared
Ongoing
Proactive Issue Flagging
Escalate blockers immediately when identified; no surprises
Ongoing
Team Feedback on Documentation
4+/5 rating from teams on SOP clarity and usefulness
Month 3+


Reporting Structure
Reports To: Operations Architect
Supervision: Operations Architect reviews your work for accuracy, completeness, and quality before documentation goes live
Who Should Apply
Required Skills & Experience
3+ years of experience in operations, administrative support, project coordination, or process management
Obsessive attention to detail — You catch errors, inconsistencies, and missing information
Expert in Google Workspace (Sheets, Docs, Drive, Gmail) and Microsoft Office
Excellent written communication — SOPs and documentation must be clear, professional, and complete
Proven project tracking & organization skills — You thrive maintaining multiple tracking sheets, deadlines, and systems
Proactive problem-solving — You identify issues before they become problems and escalate appropriately
Ability to work independently — You don't need constant supervision; you own your deliverables
Ideal Background
Experience documenting processes (SOPs, procedures, workflows)
Experience with dashboards, data management, or analytics tools (Google Sheets, Excel, Looker, or similar)
Background in operations, business analysis, or management consulting
Experience in fast-growing or scaling companies where processes need to be built from scratch
Comfort with ambiguity early (things will be unclear initially; you'll help bring clarity)

Soft Skills We're Looking For
Ownership mentality — You don't just complete tasks; you own outcomes
Curiosity — You ask good questions to understand the "why" behind processes
Collaboration — You work well with teams across departments and bring people together
Humility — You know what you don't know and ask for help
Systems thinking — You see how processes connect and impact each other
Bias toward action — You get things done without waiting for perfect information
Compensation & Benefits
Pay Rate: Competitive based on experience (will be discussed during interview)
Location: Remote (working hours align with Eastern Time, Monday–Friday, 9 AM–5 PM ET)
Schedule: Full-time, 40 hours per week
Growth Path: As the company scales, you may transition to building an operations team where you'd manage other coordinators or specialists

How to Apply

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