Role Overview

Audit, design, and maintain operational systems and workflows across the firm.
Build and manage Go High Level automations to include pipelines, follow-up sequences, and client-facing workflows.
Manage the Virtual Assistant executing within the operational systems — including LinkedIn lead management, follow-up sequences, and sales-call scheduling — ensuring quality, consistency, and timely handoffs to the CEO.
Identify operational gaps proactively and bring solutions, not just observations.
Create Standard Operating Procedures and document processes so the firm can scale without founder dependency.
Own client facing and internal team scheduling end-to-end.
Manage the CEO’s inbox: triage, draft responses, and send outbound business development emails on her behalf.
Take proposals from the CEO’s draft all the way to execution: craft, format, send, track, and manage the signature process with new and returning clients.
Serve as a communication hub between the CEO and internal/external stakeholders.
Maintain CRM records, pipeline tracking, and client follow-up cadences in Go High Level.
Oversee the inbound lead pipeline from first touch to booked sales call — ensuring leads are logged, nurtured, and scheduled without dropping off.
Coordinate client onboarding logistics and ensure smooth handoffs from sales to delivery.
Track proposal and contract status from draft to signed — and flag anything at risk.
Support light financial tracking and reporting as directed by the CEO.
Manage day-to-day coordination across contractors and team members.
Track project timelines and deliverables to keep engagements on schedule.
Facilitate internal communication so the CEO stays focused on delivery and growth.

Requirements

A minimum of 3 years in administrative, operations, or office management roles (small business experience a plus).
Experience in education or adjacent sectors (nonprofits, ed-adjacent consulting) is a plus, not a requirement.
Bachelor’s degree in Business, Marketing, or related field preferred.
Previous leadership experience preferred.
Strong organizational skills with excellent attention to detail.
Proficient with common business software and tools (Microsoft Office, Google Workspace, Zoom).
Familiarity with some of the tools we use: Go High Level (CRM, automations, pipeline management, follow-up sequences) Google Workspace — Docs, Sheets, Drive, Calendar Project or task management tools (we’ll share specifics in interviews) Docusign or similar e-signature platforms Canva (light design support as needed).
Comfortable creating and documenting processes.
Comfortable making operational decisions within defined parameters and escalating only when strategic input is required.
Strong communication skills (written and verbal).
Ability to work independently and manage multiple priorities.

Tech Stack

Benefits

PTO
Paid Holidays
Company computer

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Operations

Operations Manager