Executive Assistant & Operations Coordinator (Marketing Agency)

Our client is a boutique, founder-led digital marketing consulting firm based in the U.S., serving service-based businesses across industries like health & wellness, coaching, higher ed, and real estate. As the business grows, its CEO needs someone she can hand the day-to-day backbone of the business to—someone who owns inboxes, calendars, client-facing project tracking, invoicing, and the systems that keep it all running without needing to be asked twice.

This is not a passive support role. You'll work directly with the CEO daily, join client calls, keep active projects on track in ClickUp, and be the person who proactively spots what's about to break before it does. You'll also help build the SOPs and lightweight automations that let a small, fast-moving team operate like a much bigger one.

This is a part-time engagement to start, with real potential to grow into full-time for the right person—someone who treats a part-time schedule with the same ownership most people reserve for a full-time job.

Key Responsibilities

Inbox & Communications Management

• Review, prioritize, and sort the CEO and project team inboxes daily
• Respond to routine emails within 24 hours; escalate complex or high-priority items promptly
• Flag leads, referrals, and partnership opportunities requiring the CEO's direct attention
• Draft polished, professional, outgoing emails, proposals, and follow-ups
• Monitor inbox cleanliness, archive and organize on a regular basis

Calendar Management

• Book meetings promptly, confirm with attendees, and include all relevant details
• Proactively avoid scheduling conflicts and double-bookings

Administrative & Operational Support

• Organize and maintain project files across Google Drive and shared folders
• Keep all shared workspaces (ClickUp, Google Drive, Gmail) clean and up to date

Lead Generation & Follow-Up

• Assist with lead generation tasks, including CRM updates and outreach coordination
• Research and compile a list of potential clients weekly and add to CRM
• Reach out to a set number of leads via email or LinkedIn on a weekly cadence
• Schedule and maintain a check-in cadence with referral partners (quarterly at minimum)
• Update the CRM with accurate lead details and track responses efficiently

Project Management & Team Coordination

• Manage active client projects in ClickUp: create tasks, track deadlines, and keep statuses current
• Follow up with team members on overdue or at-risk tasks proactively
• Weekly and as-needed calls with the CEO; provide a weekly project status summary and flag any issues or risks
• Join client calls to capture action items and update project management tools in real time
• Build and maintain ClickUp automations based on documented SOPs

SOP Creation & Process Improvement

• Draft, document, and refine Standard Operating Procedures for recurring workflows (e.g., client onboarding, deliverables review, project launch and close)
• Proactively identify bottlenecks and recommend process improvements without being prompted
• Keep process documentation organized and accessible so the team operates consistently

Client Touchpoints & Support

• Monitor the team inbox for client and project emails; ensure no communication is missed
• Coordinate client onboarding and offboarding logistics
• Schedule calls and manage time zone differences for remote meetings

Invoicing & Financial Administration

• Create and send invoices within 24 hours of project milestones or per payment schedule, with zero errors
• Track overdue invoices and follow up within 5 business days
• Assist with customizing proposals in HoneyBook
• Follow up with prospects and leads to move them toward a decision

Required Qualifications

• Proven experience providing executive-level administrative or business operations support (inbox/calendar management, scheduling, correspondence)
• Hands-on experience with a project management tool such as ClickUp, Asana, or Monday.com, including building and maintaining task workflows
• Experience managing a CRM and executing outbound lead-generation or follow-up cadences
• Experience preparing, sending, and tracking client invoices with high accuracy
• Strong written and verbal English communication skills; comfortable representing the business on live client calls
• Demonstrated ability to work independently, manage competing priorities, and meet deadlines without close supervision
• Available and reliable during required U.S. Eastern Time (EST/EDT) business hours

Preferred Qualifications

• Experience drafting and maintaining Standard Operating Procedures (SOPs) for recurring workflows
• Familiarity with HoneyBook or a comparable proposal/client-management platform
• Prior experience supporting a small business, agency, or consulting practice directly under a founder or CEO
• Experience building automations in ClickUp (or a comparable tool) to reduce manual work
• Background in marketing, digital agency, or professional-services environments

Tools & Software

• ClickUp (project management & automations) — primary
• Google Workspace: Gmail & Google Drive
• A CRM platform (specific platform to be confirmed)
• HoneyBook (proposals & client management)
• LinkedIn (for outreach and lead generation)

What Makes You a Great Fit

• You spot what needs to be done and do it, without waiting to be asked twice.
• You write and speak with warmth and polish, whether you're messaging a teammate or leading a client call.
• You love systems, and a messy inbox or a scattered folder structure makes you itch to organize it.
• You follow up before anyone has to remind you to.
• You can join a client call, represent the business with confidence, and take direction quickly.
• You're always asking how can this be better and you act on the answer instead of just noting it.
• You stay calm when three things are on fire at once, and you know how to triage.
• You're comfortable owning your own workflow with minimal day-to-day supervision.

What We Offer

• Up to $6/hour
• 100% remote work
• Part-time role (with real potential to grow into full-time)

We hire for the long haul, so a steady track record of staying and growing always moves you up our list.

To Apply

Ensure your LinkedIn profile and resume are up-to-date and comprehensive (submit a comprehensive resume in English, PDF format), and complete the assessment in this link: Aptive Test.

How we'll reach you: A quick note on how we will reach you: our recruitment team communicates primarily through Telegram, using the mobile number on your application and resume. Please make sure that number is active and registered on Telegram, since this is where screening and interview scheduling happen. If it is not registered yet, you can set it up right after you apply — it takes only a few minutes and keeps your application moving without delay.

By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only.

Because of the volume of applications we receive, we're only able to follow up directly with candidates whose experience closely matches this role. If you don't hear from us within 10 days, please know we genuinely appreciate your interest—and we'd welcome your application to future openings that may be a stronger fit. Thank you for considering Remote Raven, and all the best in your search.

A note on scheduling: initial interviews run in US Mountain Standard Time (MST) within a 3:00 AM – 1:00 PM MST window. We know that takes flexibility around the time difference, and we genuinely appreciate it.