How Can I?
Schedule : Part-time or Full-time | Morning or Afternoon/Evening Coverage
Reports to : CEO / COO (Q1 ’26 transition
About the Role
The Executive & Operations Coordinator plays an integral role in a growing creative agency, supporting the CEO and helping turn leadership priorities into action. Working within a small, fast-moving startup team, this role ensures proposals, work orders, and projects flow smoothly from intake through approval, execution, and payment. The coordinator manages task flow in Asana, translates meeting notes into clear next steps, and maintains visibility across active initiatives. This position is ideal for someone who takes pride in building systems from the ground up and thrives in an environment where ownership, anticipation, and adaptability are essential.
Key Responsibilities
Act as the primary point of contact for day-to-day executive requests, prioritizing tasks and organizing work so the CEO can stay focused on high-level strategy and partnerships.
Maintain and actively manage the CEO Daily Tasks Project in Asana, reviewing it daily to ensure deadlines, dependencies, and follow-ups are moving forward.
Prepare summaries of open items, approvals needed, and upcoming deadlines so the CEO has clear visibility without needing to dig through systems.
Support project workflows and timelines to ensure projects move from concept to execution without stalling and knowing when to pivot where necessary.
Create, update, and manage proposals, work orders, and invoices using existing Google Doc templates and intake forms, ensuring all required information is accurate before internal review.
Route proposal drafts and work orders to the CEO and relevant sales reps for approval, incorporate feedback, and finalize documents on time.
Ensure all finalized proposals, work orders, and purchase orders are properly named, converted to PDF, shared with the correct stakeholders, and filed in the appropriate Google Drive folders.
Update and maintain project status in Asana to reflect real-time progress from proposal approval through delivery and payment.
Add new schools and projects into Asana from CRM or intake sheets, ensuring consistent naming, tagging, and ownership.
Monitor active projects to ensure handoffs between sales, operations, and creative teams are smooth and clearly documented.
Translate meeting notes from Otter and Zoom AI into clear, actionable tasks in the CEO Daily Tasks Project in Asana.
Send follow-up emails, confirmations, and internal updates on behalf of the CEO to keep momentum moving and expectations clear.
Ensure calendar invites include relevant notes, documents, and AI summaries so teams can reference decisions without needing separate follow-ups.
Post updates, announcements, and reminders across internal channels (email, WhatsApp, intranet) to keep the team aligned.
Proactively flag missing information, bottlenecks, or delays that could impact project delivery or payment timelines.
Maintain clean internal documentation so leadership always has visibility into what’s in motion.
Qualifications & Work Ethic
Bachelor’s degree preferred; however, candidates with substantial relevant experience are strongly encouraged to apply.
Strong communication, negotiation, and presentation skills.
Self-driven with a proven record of meeting or exceeding sales goals.
Highly organized, detail-oriented, and able to manage multiple moving tasks without losing track of priorities.
Comfortable working in a fast-paced, startup environment where systems are evolving, and flexibility is required.
Tech-savvy and comfortable working across tools like Google Workspace, Asana, Zoom, AI meeting notes, and shared documentation systems.
Open to cross-training and motivated to understand how the full operation works from intake to execution to payment.
Can balance precision with efficiency, ensuring documents, projects, and systems are accurate while keeping work moving.
Mission-aligned and excited to support creative, workforce-ready learning opportunities for students through real-world projects.
Compensation
This role offers amonthly retainer structure
Opportunities for financial growth and advancement are tied to performance and territory expansion.
Seniority level
Entry level
Employment type
Part-time
Job function
Management and Manufacturing
Industries
E-learning
#J-18808-Ljbffr
Reports to : CEO / COO (Q1 ’26 transition
About the Role
The Executive & Operations Coordinator plays an integral role in a growing creative agency, supporting the CEO and helping turn leadership priorities into action. Working within a small, fast-moving startup team, this role ensures proposals, work orders, and projects flow smoothly from intake through approval, execution, and payment. The coordinator manages task flow in Asana, translates meeting notes into clear next steps, and maintains visibility across active initiatives. This position is ideal for someone who takes pride in building systems from the ground up and thrives in an environment where ownership, anticipation, and adaptability are essential.
Key Responsibilities
Act as the primary point of contact for day-to-day executive requests, prioritizing tasks and organizing work so the CEO can stay focused on high-level strategy and partnerships.
Maintain and actively manage the CEO Daily Tasks Project in Asana, reviewing it daily to ensure deadlines, dependencies, and follow-ups are moving forward.
Prepare summaries of open items, approvals needed, and upcoming deadlines so the CEO has clear visibility without needing to dig through systems.
Support project workflows and timelines to ensure projects move from concept to execution without stalling and knowing when to pivot where necessary.
Create, update, and manage proposals, work orders, and invoices using existing Google Doc templates and intake forms, ensuring all required information is accurate before internal review.
Route proposal drafts and work orders to the CEO and relevant sales reps for approval, incorporate feedback, and finalize documents on time.
Ensure all finalized proposals, work orders, and purchase orders are properly named, converted to PDF, shared with the correct stakeholders, and filed in the appropriate Google Drive folders.
Update and maintain project status in Asana to reflect real-time progress from proposal approval through delivery and payment.
Add new schools and projects into Asana from CRM or intake sheets, ensuring consistent naming, tagging, and ownership.
Monitor active projects to ensure handoffs between sales, operations, and creative teams are smooth and clearly documented.
Translate meeting notes from Otter and Zoom AI into clear, actionable tasks in the CEO Daily Tasks Project in Asana.
Send follow-up emails, confirmations, and internal updates on behalf of the CEO to keep momentum moving and expectations clear.
Ensure calendar invites include relevant notes, documents, and AI summaries so teams can reference decisions without needing separate follow-ups.
Post updates, announcements, and reminders across internal channels (email, WhatsApp, intranet) to keep the team aligned.
Proactively flag missing information, bottlenecks, or delays that could impact project delivery or payment timelines.
Maintain clean internal documentation so leadership always has visibility into what’s in motion.
Qualifications & Work Ethic
Bachelor’s degree preferred; however, candidates with substantial relevant experience are strongly encouraged to apply.
Strong communication, negotiation, and presentation skills.
Self-driven with a proven record of meeting or exceeding sales goals.
Highly organized, detail-oriented, and able to manage multiple moving tasks without losing track of priorities.
Comfortable working in a fast-paced, startup environment where systems are evolving, and flexibility is required.
Tech-savvy and comfortable working across tools like Google Workspace, Asana, Zoom, AI meeting notes, and shared documentation systems.
Open to cross-training and motivated to understand how the full operation works from intake to execution to payment.
Can balance precision with efficiency, ensuring documents, projects, and systems are accurate while keeping work moving.
Mission-aligned and excited to support creative, workforce-ready learning opportunities for students through real-world projects.
Compensation
This role offers amonthly retainer structure
Opportunities for financial growth and advancement are tied to performance and territory expansion.
Seniority level
Entry level
Employment type
Part-time
Job function
Management and Manufacturing
Industries
E-learning
#J-18808-Ljbffr