Operations & Systems Assistant

About Us:
We are a fast-growing UK-based agency working with high-revenue e-commerce brands. We need someone who is obsessively organised, loves building systems, and has extreme attention to detail. If you're the kind of person who colour-codes everything, builds spreadsheets for fun, and notices when something is one pixel off — this role is for you.
The Role:
You will be the person who keeps everything running smoothly behind the scenes. You'll manage project timelines, track deliverables across multiple clients, assign tasks to tea ---------- mbers, handle admin, and build the systems that allow us to scale without things falling apart. This role is perfect for someone who thrives on structure, order, and making sure nothing gets missed.
What You'll Do:

Manage project pipelines across multiple clients — tracking what's in progress, what's due, and what's been delivered
Assign tasks to tea ---------- mbers with clear deadlines and follow up to make sure they're completed on time
Build and maintain trackers, dashboards, and systems in Airtable, Google Sheets, or Notion
Flag potential delays or issues before they become problems — you are the early warning system
Keep all files, folders, and documents organised across Google Drive
Prepare weekly status reports and updates for each client
Schedule calls, send calendar invites, and manage the team calendar
Calculate monthly payroll for freelancers based on output
Handle general admin — invoicing, data entry, organising information, chasing outstanding items
Create and improve SOPs for recurring processes so everything runs consistently
Suggest better ways to do things — if you see an inefficiency, we want to hear about it

Requirements:

Obsessively organised — this is non-negotiable. If organisation doesn't come naturally to you, this is not the right fit
Extreme attention to detail — you spot mistakes others miss, you double-check everything, you don't let things slip
Experience with Airtable, Notion, Asana, ClickUp, Monday, or similar project management tools
Strong Google Sheets / Excel skills — formulas, formatting, dashboards
Excellent written English
Proactive communicator — you don't wait to be asked, you flag things, chase things, and keep people updated
Experience managing multiple projects, deadlines, or clients at the same time
Comfortable working independently — you don't need hand-holding
Reliable — you show up every day, meet every deadline, and respond promptly

Nice to Have:

Previous experience in an agency, marketing company, or fast-paced startup environment
Familiarity with Slack, Google Drive, Stripe, Calendly, or Loom
Experience with payroll tracking or freelancer management
Interest in marketing, advertising, or e-commerce
Experience building automations or workflows in Airtable or Zapier

Working Hours:
We need overlap with UK hours. Ideally available 9am-5pm UK time (GMT/BST), or at minimum 12pm-8pm UK time.
How to Apply:
Please reply with:

A brief introduction — who you are and why you think you'd be great at this role
Describe the most complex project or system you've ever managed — what tools did you use and how did you keep everything on track?
Rate your Airtable skills 1-10 (or your best project management tool if not Airtable)
Share a screenshot or link to any tracker, dashboard, or system you've built (can be anonymised)
Your expected monthly salary in USD
Your available working hours in UK time

Shortlisted candidates will receive a paid test task ($15).