Job Title: Virtual Assistant (Operations)
Job Type: Remote
Job Summary:
We’re looking for a highly organized, proactive Operations Assistant to support the day-to-day execution across Sales, Client Management, Finance, and Operations. This is a pivotal, cross-functional role at the heart of a performance marketing agency. You’ll ensure key workflows run smoothly, clients are onboarded correctly, data is updated, and recurring tasks are completed without fail.
Key Responsibilities:
Sales Support
- Schedule intro calls and follow-ups for the sales team
- Create and manage sales agreements and onboarding checklists
- Coordinate onboarding tasks between clients and internal tech team
- Research new lead buyers and organize contact lists
Client Management
- Monitor buyer communication channels
- Flag urgent messages and schedule meetings with internal team
- Support system troubleshooting by relaying issues to the Tech team
Operations
- Maintain and update Airtable automations and SOP documentation
- Manage daily/weekly/monthly lead and client reports
- Track ad spend, campaign performance, and client activity
- Add new clients into internal systems and update internal tracking sheets
- Organize lead data and aged lead lists
Finance
- Generate and send client invoices on Stripe and Quickbooks Online
- Track outstanding receivables and follow up as needed
- Update invoice calendars and ensure timely collections
- Communicate with bookkeeper and accountant weekly/monthly
- Prepare Finance Reports with key metrics from the department
Qualifications:
- 2+ years in an Operations, Administrative, Executive Assistant, or Project Coordinator role
- Exceptional organizational skills and attention to detail
- Proficiency with Airtable, Google Sheets, and project management tools
- Experience with invoicing tools like QuickBooks or Stripe
- Strong written and verbal communication (English)
- Comfortable working in a fast-paced environment with shifting priorities
- Tech-savvy and resourceful problem-solver
Bonus Skills:
- Familiarity with performance marketing, affiliate marketing, or lead generation
- Experience working with lead distribution tools like LeadProsper or automation tools like Zapier.
- Prior involvement in startup or remote-first teams
- Ability to build SOPs and improve internal workflows
Growth Path: This role is structured to evolve into a full-time Operations Manager role. Within 6–12 months, the right candidate will:
- Own internal operations from end to end
- Manage cross-departmental workflows
- Contribute to strategic planning and capacity forecasting
- Potentially manage junior team members or external contractors
How to Apply:
Interested and qualified candidates should click on ‘Apply now’ below.
