PART-TIME ADMINISTRATIVE & OPERATIONS ASSISTANT

ABOUT THE ROLE

I am looking for a highly organized, proactive, and detail-oriented Administrative & Operations Assistant to support several small businesses and projects.

This is not a content creation or social media role.

The primary purpose of this position is to take recurring administrative and operational work off my plate, keep important tasks from falling through the cracks, and help turn processes that currently live in my head into organized, repeatable systems.

I am looking for someone who can eventually take ownership of routine workflows rather than waiting for step-by-step instructions every time.

This is a part-time, long-term opportunity for the right person.

HOURS AND COMPENSATION

Starting rate: $4-$5 USD/hour depending on experience.

This position is part-time. Weekly hours will be agreed upon and capped.

Hours may not be exceeded without advance approval.

There may be opportunities for additional responsibility, hours, and compensation over time as trust and familiarity with the businesses grow.

CORE RESPONSIBILITIES

1. EMAIL AND INBOX MANAGEMENT

I operate multiple businesses/entities with separate email inboxes.

Responsibilities may include:

• Reviewing and organizing designated inboxes
• Identifying messages requiring action
• Drafting routine responses
• Responding independently to approved categories of email s
• Following up when someone has not responded
• Flagging messages that require my personal attention
• Maintaining inbox organization
• Making sure important requests do not get lost

The goal is not simply to sort email . I want someone who can gradually learn what they can handle independently and what needs to be escalated to me.

2. PROGRAM AND CLIENT ADMINISTRATION

Support administrative workflows for educational programs, memberships, clients, events, and other business activities.

Examples may include:

• Sending onboarding information
• Tracking required forms or documents
• Following up on incomplete items
• Updating participant information
• Preparing routine templates
• Organizing program materials
• Sending reminders
• Maintaining participant trackers
• Coordinating administrative steps before and after programs or events

3. TEMPLATE AND DOCUMENT PREPARATION

Prepare routine documents using approved templates and information I provide.

Examples may include:

• Payment-plan documents
• Intake forms
• Travel-related forms
• Standard letters
• Checklists
• Participant documents
• Internal tracking documents
• Other recurring administrative paperwork

Some of my businesses involve legal, lending, real estate, financial, and professional-services matters.

You will not be expected to provide professional advice, interpret legal documents, or make legal or financial decisions.

Your role will be administrative preparation using approved processes and templates.

4. FOLLOW-UP AND TASK MANAGEMENT

Help make sure recurring and delegated tasks actually get completed.

Responsibilities may include:

• Maintaining task lists
• Tracking deadlines
• Following up with contractors, vendors, clients, participants, or other contacts
• Identifying overdue items
• Flagging blocked tasks
• Keeping me informed of items requiring decisions
• Maintaining recurring operational checklists

I value someone who notices that something is unfinished and follows through rather than waiting to be reminded.

5. CONTRACTOR, VENDOR AND PROPERTY COMMUNICATIONS

Handle routine administrative communications with third parties when appropriate.

Examples may include:

• Contractors
• Vendors
• Property managers
• Service providers
• Program participants
• Other routine business contacts

This may include requesting updates, confirming completion, gathering documents, coordinating routine logistics, or following up on outstanding items.

Sensitive, unusual, disputed, financial, legal, or high-stakes matters should be escalated rather than handled independently.

6. SOP AND PROCESS DOCUMENTATION

This is an important part of the role.

As you learn recurring processes, I want you to help document them.

Responsibilities may include:

• Writing simple step-by-step SOPs
• Creating checklists
• Documenting recurring workflows
• Updating procedures when processes change
• Identifying steps that are unclear or inefficient
• Helping organize business knowledge so it does not live only in my head

You do not need to be an expert SOP writer when you start, but you should be comfortable documenting what you learn clearly.

7. OPERATIONS ORGANIZATION

Over time, responsibilities may also include:

• Maintaining recurring task calendars
• Updating operational trackers
• Organizing shared business files
• Preparing weekly status summaries
• Identifying overdue, blocked, or attention-needed work
• Helping maintain simple operating systems across multiple businesses
• Keeping GoHighLevel records, tags, fields, or workflows organized as assigned

WHAT I AM LOOKING FOR

The ideal candidate:

• Speaks and writes English clearly
• Is highly organized
• Pays close attention to detail
• Communicates professionally
• Follows instructions carefully
• Can explain their thinking clearly
• Is comfortable asking questions when something is genuinely unclear
• Can work independently after being trained
• Has good judgment about when to act and when to escalate
• Is comfortable working across several businesses without mixing information between them
• Can maintain confidentiality
• Is comfortable working with Google Workspace
• Can learn new software quickly
• Can create and follow checklists and SOPs
• Is reliable with deadlines and follow-up
• Does not need to be reminded repeatedly about assigned tasks
• Looks for solutions instead of only pointing out problems

Previous experience supporting an entrepreneur, small business owner, operations team, online education business, real estate business, or professional-services company is a plus.

TOOLS

Experience with some of the following is helpful, but you do not need to know every platform:

• Gmail
• Google Drive
• Google Docs
• Google Sheets
• Google Calendar
• GoHighLevel
• Zoom
• Online forms
• Project/task management software
• ChatGPT or other AI-assisted productivity tools
• Canva

I can provide access, when appropriate, to:

• GoHighLevel
• A seat in my ChatGPT Business workspace
• Canva Premium
• Relevant Google Workspace files and systems
• Other business tools required for assigned workflows

Ability to learn new tools quickly is more important than already knowing every system.

CONFIDENTIALITY AND AI USE

This role may involve access to confidential business, client, financial, real estate, or personal information.

Discretion and confidentiality are essential.

AI tools may be used for approved business purposes such as drafting, summarizing, organizing information, documenting SOPs, or improving workflows.

Confidential business information should not be entered into personal AI accounts or unauthorized third-party AI systems.

When AI use is appropriate, approved company-provided systems should be used.

WHAT SUCCESS LOOKS LIKE

Within the first few months, I should be able to:

• Assign routine administrative work without explaining the entire process every time
• Trust that follow-ups will happen
• Trust that deadlines will be tracked
• Open my inbox and see fewer items requiring my attention
• Receive concise summaries of what needs my decision
• See recurring workflows becoming documented SOPs
• Spend less time on routine administrative execution
• Focus more of my time on strategy, clients, teaching, relationships, content, and decisions that actually require me

This role is a good fit for someone who enjoys creating order, improving systems, following through, and becoming the person who knows how things get done.

APPLICATION PROCESS – VIDEO REQUIRED

Please do NOT answer the screening questions below in writing.

For your initial application, simply send me a short message letting me know:

1. You are interested in the role.
2. You have reviewed the job description.
3. You will prepare the requested video and send me a Google Drive link.

Then record a short video introducing yourself and answering the questions below.

Please upload your video to Google Drive and send me a viewing link. Make sure the sharing settings allow me to access the video.

Your video does not need professional editing. I am much more interested in your ability to communicate clearly, explain your experience, and think through situations.

Please answer:

1. Tell me briefly about yourself and your experience with administrative or operations support.

2. Tell me about a role where you managed multiple recurring responsibilities without constant supervision. How did you keep everything organized?

3. What experience do you have managing business email or drafting/responding to email s on someone else's behalf?

4. Tell me about a process, SOP, checklist, tracker, or other system you created or improved. What problem did it solve?

5. What Google Workspace tools do you use regularly? Please also mention any experience you have with GoHighLevel, CRMs, project-management tools, or AI productivity tools.

6. Imagine you notice that an important task assigned to someone else is three days overdue. What would you do?

7. Imagine you receive an email and you are not sure whether you have authority to respond. What would you do?

8. Tell me about a time you caught a mistake, missing detail, or potential problem before it became a bigger issue.

9. What is your requested hourly rate in USD?

10. How many hours per week are you currently available, and what other clients or employment do you currently have?

11. Why does this particular role interest you?

ATTENTION TO DETAIL:

At the very end of your video, please tell me your favorite way to stay organized.

There is no need to repeat your answers in writing.

I am especially interested in candidates who communicate clearly,