Business Operations Assistant (with Marketing Ops Support)

Location:RemoteSchedule:Full-Time (Monday–Friday) (US based hours)

About the Role

We’re seeking a proactive, detail-obsessedBusiness Operations Assistantto be the connective tissue across our executive, operations, and marketing teams. You’ll build and maintain the systems, processes, and reporting that keep the business running smoothly—owning calendars and cadences, shepherding projects, coordinating vendors, handling finance/admin tasks, and supporting light marketing operations. If you love structure, thrive on checklists, and can anticipate needs before they’re spoken, this role is for you.

Key Responsibilities

Business Operations (≈60%)
* Process & SOPs:Create, maintain, and improve SOPs, playbooks, and intake forms; document workflows and handoffs.
Process & SOPs:Create, maintain, and improve SOPs, playbooks, and intake forms; document workflows and handoffs.
* Project Coordination:Own project plans, timelines, and dependencies in tools like Asana/ClickUp/Notion; drive follow-ups and close loops.
Project Coordination:Own project plans, timelines, and dependencies in tools like Asana/ClickUp/Notion; drive follow-ups and close loops.
* Vendor & Contract Admin:Coordinate vendor onboarding, NDAs/MSAs/SOWs routing, subscription/license tracking, and renewal calendars.
Vendor & Contract Admin:Coordinate vendor onboarding, NDAs/MSAs/SOWs routing, subscription/license tracking, and renewal calendars.
* Finance/Admin Support:Prepare POs, submit/track invoices and reimbursements, reconcile statements against budgets, and coordinate with accounting/AP. Maintain spend and subscription trackers.
Finance/Admin Support:Prepare POs, submit/track invoices and reimbursements, reconcile statements against budgets, and coordinate with accounting/AP. Maintain spend and subscription trackers.
* Data & Reporting:Compile weekly operating metrics and executive summaries; build simple dashboards in Sheets (pivots, lookups, charts).
Data & Reporting:Compile weekly operating metrics and executive summaries; build simple dashboards in Sheets (pivots, lookups, charts).
* Meeting Operations:Own agendas, notes, action registers, and decision logs for leadership and cross-functional meetings; monitor SLAs on tasks.
Meeting Operations:Own agendas, notes, action registers, and decision logs for leadership and cross-functional meetings; monitor SLAs on tasks.
* Systems Hygiene:Maintain CRM and shared drives/knowledge bases (naming conventions, version control, permissions).
Systems Hygiene:Maintain CRM and shared drives/knowledge bases (naming conventions, version control, permissions).
* Logistics:Coordinate travel, offsites, vendor meetings, shipments, and event logistics as needed.
Logistics:Coordinate travel, offsites, vendor meetings, shipments, and event logistics as needed.
* Compliance & Risk Basics:Keep document controls current and flag risks, blockers, or policy gaps to leadership.
Compliance & Risk Basics:Keep document controls current and flag risks, blockers, or policy gaps to leadership.

Executive & Team Support (≈25%)
* Calendar & Prioritization:Manage a complex executive calendar, optimize time blocks, triage requests, and protect focus time.
Calendar & Prioritization:Manage a complex executive calendar, optimize time blocks, triage requests, and protect focus time.
* Briefings & Materials:Prepare pre-read packets, slide decks, and briefing docs; capture action items and track outcomes.
Briefings & Materials:Prepare pre-read packets, slide decks, and briefing docs; capture action items and track outcomes.
* Communication Hub:Draft internal/external correspondence and act as a liaison across teams and stakeholders.
Communication Hub:Draft internal/external correspondence and act as a liaison across teams and stakeholders.
* Travel & Personal Admin:Coordinate itineraries, bookings, expense submissions, and occasional personal admin tasks.
Travel & Personal Admin:Coordinate itineraries, bookings, expense submissions, and occasional personal admin tasks.

Marketing Operations Support (≈15%)
* Cadence & Calendars:Maintain campaign calendars, deliverable trackers, and asset libraries.
Cadence & Calendars:Maintain campaign calendars, deliverable trackers, and asset libraries.
* Coordination:Move projects forward with designers, copywriters, agencies, and freelancers.
Coordination:Move projects forward with designers, copywriters, agencies, and freelancers.
* Light Execution:Schedule content in approved tools; make basic CMS updates (upload blogs, update links/banners).
Light Execution:Schedule content in approved tools; make basic CMS updates (upload blogs, update links/banners).
* Reporting:Pull top-line performance snapshots from analytics/CRM platforms for weekly summaries.
Reporting:Pull top-line performance snapshots from analytics/CRM platforms for weekly summaries.

Requirements
* 2+ yearsin business operations, executive assistance, or project coor