Executive Operations Manager / High-Level Executive Assistant

We are looking for a highly organized, systems-driven Executive Operations Manager to work directly with the CEO of a fast-growing digital marketing and AI solutions agency. This role is part executive assistant, part operations manager, and part systems architect.

You will be responsible for organizing the business, building and maintaining SOPs, managing communications, and ensuring nothing falls through the cracks. If you thrive in fast-paced environments and love turning chaos into scalable systems, this role is for you.

Key Responsibilities

Manage all executive communications, including email, Slack, client messages, and internal updates; ensure timely responses and zero missed opportunities.

Build, document, and maintain SOPs across all departments (marketing, development, sales, client fulfillment).

Organize business operations inside tools like ClickUp, CRMs, and automation platforms (n8n or similar).

Act as the CEO’s right hand, prioritizing tasks, managing schedules, and ensuring execution on high-impact initiatives.

Identify inefficiencies and implement systems to improve workflows and team productivity.

Coordinate between departments, contractors, and clients to ensure alignment and accountability.

Track key metrics, deadlines, and deliverables across multiple projects.

Assist in hiring, onboarding, and process standardization for new tea ---------- mbers.

Create internal documentation, training materials, and process maps.

Ideal Candidate

Extremely organized and detail-oriented with strong follow-through.

Experienced in building SOPs and operational systems from scratch.

Comfortable managing multiple communication channels without missing details.

Strong understanding of digital marketing, SaaS, or agency environments.

Tech-savvy with experience in tools like ClickUp, Slack, CRMs, Google Workspace, and automation tools.

Able to think proactively, solve problems independently, and anticipate needs.

Strong written and verbal communication skills.

Comfortable working directly with a CEO and handling sensitive information.

Bonus Skills (Highly Preferred)

Experience with AI tools and automation (ChatGPT, n8n, Zapier, etc.).

Background in digital marketing agencies or SaaS companies.

Familiarity with project management frameworks and workflow optimization.

Experience managing remote teams and contractors.

What Success Looks Like

The CEO has a clear, organized workflow with no missed messages or tasks.

SOPs are documented, updated, and actively used by the team.

Projects move forward without bottlenecks or confusion.

Communication across the business is streamlined and efficient.

Systems are in place that allow the business to scale without chaos.