Operations Assistant

Facelove is a direct-to-consumer cosmetics brand for women over 45, selling in Germany and the US. We run our own paid media and creative production, a physical supply chain with a manufacturer and a fulfilment partner, customer support in two languages, and sixteen departments and partners that all report numbers every week.

The COO runs day-to-day operations across all of it. This role is her second pair of hands and eyes: the person who makes sure every commitment made in a meeting turns into a task, every task has an owner and a date, and every owner is chased before the deadline rather than after it. You will spend a lot of time in ClickUp, Notion, Slack and spreadsheets, and a lot of time asking people where things stand.

This is a role for someone who has done this before and likes it. We are not looking for a generalist VA who needs a task list each morning. We are looking for an operator who reads the week, sees what is going to slip, and fixes it before it does.

The job splits into three areas. Most of the week is accountability and follow-up; the rest is the operating cadence, documentation and whatever the COO hands over. The common thread is holding other people to what they said they would deliver.

1. Accountability and follow-up
-Meetings become tasks the same day. Owner, due date, definition of done, in ClickUp. Nothing stays only in someone's memory.
-Chase owners before deadlines, not after. Post a daily overdue list and get a written status or a new date from each person.
-Keep the OKR tracker current. No blank cells, every red item flagged with its owner and a recovery plan.
-Hold the creative pods to their output targets. Track each editor against their points through the week, flag anyone falling short before the week closes, and chase the gap rather than reporting it afterwards.

2. Operating cadence and documentation
-Keep the SOP library organized and current, so people can find the right version and nothing in it is out of date.
-Schedule, reschedule and prep one-on-ones, partner calls and reviews. Every call has an agenda and a notes page before it starts.

3. General operations support
-Inbox and calendar triage for the COO, with clear flags for anything costing money, anything a customer sees, or anyone blocked.
-Onboarding and offboarding admin with HR: access sheets, tool invites, first-week plans, equipment and credential handover.
-Research and comparison work: tool trials, vendor quotes, benchmarks, summarized in one page with a recommendation.
-Anything else that keeps operations running. You will be asked to do unglamorous work, and the role only works if you are good at it.

NON-NEGOTIABLE SKILLS
-3+ years in operations supporting a founder, COO or ops lead at an ecommerce or DTC brand, agency or startup. Not a first job, not a generalist VA role made of inbox and data entry.
-Can name a time they chased someone senior to them and got the thing delivered. Comfortable sending the third reminder.
-Builds lists, statuses, custom fields, automations and dashboards, not just ticks tasks.
-Lookups, pivots, conditional formatting, a tracker built from scratch that other people can use.
-Writes and organizes documentation others can find and follow.
-Clear, short, no errors. Most of the job is writing to people who are busy.
-Has written SOPs that someone else actually followed. Can show one.
-Catches the wrong date, the missing owner, the invoice line that doesn't match. Does not let small things through because there are many of them.
-09:00 to 18:00 CET, Monday to Friday, with a reliable connection and a quiet workspace.

NICE TO HAVE
-Experience with OKRs or EOS-style scorecards and weekly meetings.
-Has worked alongside a creative or performance marketing team and understands how output targets are set and measured.
-Fathom, Hubstaff or Slack admin.

HOW TO APPLY AND HIRING PROCESS
Send a message. Put the words "Ops Assistant, Facelove" in the subject line or first field so we know you read the posting.