Job Highlights
-
Contract Type: Independent Contractor
-
Work Hours: Monday to Friday, 9:00am – 5:00pm CST
About the Role
We are seeking a highly experienced Virtual Assistant / Operations Support professional to work directly with senior leadership. This role is at the center of execution, supporting leadership, consultants, sales, and operations staff to keep projects moving, priorities aligned, and delivery clean. This is not a calendar-only administrative role; it is a high-level execution and operations support position.
Key Responsibilities
Project and Program Execution Support
-
Manage and track projects across programs, initiatives, and client delivery using ClickUp
-
Convert leadership discussions, voice notes, and meeting outputs into clear task plans with owners, timelines, and deliverables
-
Maintain accountability for tasks, deadlines, and follow-through across internal teams
-
Track milestones and dependencies for sprints, compliance projects, and advisory programs
-
Maintain accurate project boards and execution dashboards
SOP and Process Development
-
Build and maintain SOPs, playbooks, and workflow documentation
-
Translate actual workflows into repeatable checklists and process maps
-
Update documentation as programs evolve and new services launch
-
Create templates for recurring workflows, client onboarding, delivery, and follow-up
Meeting Execution and Follow-Through
-
Attend executive, program, and selected client meetings as needed
-
Take structured notes, capture decisions/action items, and update ClickUp accordingly
-
Track open items and ensure follow-ups are completed
-
Prepare meeting summaries and execution recaps for internal teams
-
Serve as a coordination point between leadership, attorneys, consultants, sales, and operations
-
Draft internal updates, reminders, and execution status notes
-
Maintain organized communication threads across Slack, email, and ClickUp
-
Coordinate task handoffs and clarify ownership when responsibilities are unclear
Reporting and Execution Visibility
-
Prepare weekly execution summaries covering priorities, progress, risks, and upcoming deadlines
-
Monitor delivery throughput, workload, and capacity across programs
-
Flag execution risks, missed deadlines, and bottlenecks early
-
Maintain trackers and dashboards in ClickUp and Google Sheets
Success Metrics
Within 30 days:
-
ClickUp boards are clean, current, and reliable
-
Meetings consistently translate into tracked tasks
-
Follow-ups happen without reminders
-
SOPs begin forming for core workflows
Within 90 days:
-
Delivery runs with fewer execution gaps
-
Core services have documented workflows and templates
-
Leadership has clear visibility into execution status
-
Client programs move predictably and on time
Requirements
-
5–10+ years’ experience as Executive Assistant, Operations VA, Project Coordinator, or Project Manager supporting senior leadership
-
Strong background in execution management, workflow design, and documentation
-
Proven ability to manage multiple complex workstreams independently
-
Advanced proficiency in ClickUp and Google Workspace
-
Experience building SOPs, templates, and operational documentation
-
Exceptional written communication and structured note-taking ability
-
Highly organized, disciplined with follow-through, and comfortable operating in fast-moving environments
-
Comfortable handling sensitive information and operating with discretion
Nice to Have
-
Experience in legal, healthcare, consulting, or regulated industries
-
Familiarity with EOS environments and leadership cadences
-
Experience supporting client program delivery or professional services teams
Benefits
-
Health Insurance Coverage
-
Permanent Work from Home
-
Immediate Hiring
-
Steady Freelance Job
Note: Candidates must provide their own computer and internet connection and handle their own benefits and taxes. Hourly rates depend on performance during the application process.
Job ID: 46041180852