Admin & Operations Coordinator

Location: Remote
Job Type: Full-Time
Working Schedule: US Hours

About the Role
Our client, a founder of a fast-paced creative studio, who thrives on big-picture strategy and creativity, needs a sharp, proactive Admin & Operations Coordinator to help bring structure to the chaos. If you're the kind of person who gets satisfaction from streamlining systems, following up like a boss, and keeping things organized behind the scenes, this role might be for you.
You’ll serve as the founder’s right hand—owning the inbox, managing leads and projects, and building calm into a very dynamic and creative workday.

Key Responsibilities

• Inbox Management: Triage, respond to, and organize emails. Keep leads and client conversations alive.
• Lead Tracking: Follow up with both recent and older leads. Maintain accurate status updates in Notion or a CRM.
• Project Coordination: Track project progress and deliverables. Nudge the team as needed and keep clients informed.
• Workflow Building: Help create, maintain, and improve systems in Notion or any tool that works better.
• Automation Support: Build workflows using Zapier, Notion, Airtable, etc. to reduce repetitive tasks.
• Meeting Support: Book and prep for meetings, create agendas, and make sure the founder shows up ready.
• Admin Tasks: Assist with onboarding, file management, and light operations as needed.

Requirements

• Experience supporting founders, teams, or executives in a fast-moving environment
• Strong written communication and organizational skills
• Comfortable managing communication on someone else's behalf
• Proficient (or eager to learn) with Notion, Google Workspace, Slack, and Zapier
• Tech-savvy with a strong interest in improving systems and workflows
• Bonus: Familiarity with creative agencies, design tools, or branding workflows

What Makes You a Perfect Fit
You’re someone who brings calm to chaos. You take initiative without waiting to be asked, spot things that are off, and fix them. You genuinely enjoy staying one step ahead—whether it’s clearing an inbox, following up on a cold lead, or checking in on a deadline. You love structure, clean workflows, and simplifying complex things. You don’t just use tools—you leverage them. And above all, you thrive in a support role where your work directly helps others do their best work.

What a Typical Day Looks Like
A typical day starts with reviewing and prioritizing the inbox, following up with leads, and updating your lead tracker to ensure no opportunity slips through the cracks. You’ll then check project dashboards and send gentle reminders to keep things moving. Midday is often focused on improving automation workflows, sending client onboarding materials or project updates, and prepping for upcoming meetings or calls. In the afternoon, you’ll do one final inbox sweep, respond to any remaining messages, and check in with the founder via Slack or Notion with a clear daily wrap-up outlining what’s been completed, what’s pending, and anything that needs their attention for the next day.

Interview Process

1. Application Review: We’ll review your resume and see if you're a good fit.
2. Zoom Interview: A 30 min video call to get to know each other
3. Client Interview: A 30 mins call directly with the company.
4. Offer: Discuss expectations and next steps

Apply Now
If this sounds like a fit, we’d love to hear from you. Apply Now!