Role SummaryWe are looking for a highly organized, detail-oriented Operations Coordinator / Executive Assistant to support daily internal operations and ensure smooth execution across multiple departments including Administration, HR, Finance, Sales, and Project Operations.This role is the operational backbone of the company responsible for scheduling, documentation, onboarding/offboarding, payment processing, internal communication, and cross-team coordination.The ideal candidate is proactive, reliable, process-driven, and comfortable working in a fast-moving digital agency environment.Full-Time / 100% Remote/ 9AM-5PM (PST)Key Responsibilities1. Administration & Executive AssistanceManage and maintain the company calendar; schedule all internal and client meetingsMaintain and update platform access, passwords, and the Employee Access SheetOversee and maintain the internal Knowledge Base (Slab)Send company-wide announcements on Slack (#team)Prepare daily task summaries and weekly updates for leadershipReview and monitor inboxes; forward action items to relevant team membersRespond to daily Slack requests (access, links, recordings, scheduling, information requests)Maintain communication flow between the Board and the internal teamMonitor Slack channels and ensure messages are answered and delegated appropriately2. Human Resources (HR)Manage full onboarding for new hires (offer letters, accounts, access setup, welcome sessions)Conduct Day-1 onboarding meetingsExecute offboarding processes (revoke access, update sheets, final payments)Assist in recruiting tasks when neededHandle payroll tasks (Hubstaff, Bill.com, Upwork payments; update tracking sheets)Process hiring test project payments and bonuses via HRP and Bill.comAdd absence notes and employee updates in HRP and HubstaffRun background checks (Certn, White Bridge)Track shift completion weekly and follow up with team membersRemove shifts in Hubstaff when needed3. Finance OperationsReconcile invoices between WHMCS and Bill.com; update billing spreadsheetsTrack payments across Hubstaff, Bill.com, Upwork, Fiverr, Certn, and othersCreate vendor payments in Bill or PayPal and send links to COO for approvalIssue refunds through Bill.com or WHMCS following SOPsSend ACH/CC forms to clients via PandaDocCreate invoices for new clientsVerify first payments for new clients and notify AMs once confirmed4. Sales SupportPrepare proposals in PandaDoc based on Sales Lead inputsUpdate lead and client information inside CRM systemsUpdate the Client Onboarding pipeline within GoHighLevelNotify #sales-internal Slack when proposals are signedSend follow-up communications for proposals (based on Sales Lead guidance)5. Project OperationsSet up new client accounts according to SOPsSchedule kickoff and ongoing client callsAssist Operations Manager with assigned tasks and projectsOffboard clients and update the Client Health SheetManage holiday card/gift projects annuallyRequirementsMust-Have SkillsStrong organizational and project management skillsExcellent written and verbal communication (English)Experience with digital tools such as: Slack, Google Workspace, HubstaffBill.com, PandaDoc, WHMCS, HR PartnerGoHighLevel / CRM platformsSlab, Teamwork, MiroHigh reliability, discretion, and accountabilityAbility to manage multiple tasks simultaneously in a fast-paced environmentStrong attention to detail and consistencyExperience in operations, admin, or EA rolesNice-to-HaveExperience in digital agencies or tech companiesFamiliarity with HR/payroll systemsBasic understanding of project management methodologiesExperience coordinating with marketing and SEO/PPC vendorsSuccess Criteria (What Great Looks Like)Calendar, meetings, and internal coordination run smoothly with no gapsLeadership always receives accurate weekly updatesOnboarding/offboarding is zero-friction and fully documentedPayments, vendor tasks, and reconciliations are always on timeSlack and email communications are handled proactivelyNo operational task gets lost everything is tracked and closed
