Virtual Assistant At Automaite

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✅ Job Title:

Virtual Assistant (Operations)

✅ Job Summary:

We’re looking for a highly organized, proactive Operations Assistant to support the day-to-day execution across Sales, Client Management, Finance, and Operations. This is a pivotal, cross-functional role at the heart of a performance marketing agency. You’ll ensure key workflows run smoothly, clients are onboarded correctly, data is updated, and recurring tasks are completed without fail.

✅ Key Responsibilities:

📌 Sales Support

• Schedule intro calls and follow-ups for the sales team
• Create and manage sales agreements and onboarding checklists
• Coordinate onboarding tasks between clients and internal tech team
• Research new lead buyers and organize contact lists

📌 Client Management

• Monitor buyer communication channels
• Flag urgent messages and schedule meetings with internal team
• Support system troubleshooting by relaying issues to the Tech team

📌 Operations

• Maintain and update Airtable automations and SOP documentation
• Manage daily/weekly/monthly lead and client reports
• Track ad spend, campaign performance, and client activity
• Add new clients into internal systems and update internal tracking sheets
• Organize lead data and aged lead lists

📌 Finance

• Generate and send client invoices on Stripe and Quickbooks Online
• Track outstanding receivables and follow up as needed
• Update invoice calendars and ensure timely collections
• Communicate with bookkeeper and accountant weekly/monthly
• Prepare Finance Reports with key metrics from the department

✅ Qualifications:

• 2+ years in an Operations, Administrative, Executive Assistant, or Project Coordinator role
• Exceptional organizational skills and attention to detail
• Proficiency with Airtable, Google Sheets, and project management tools
• Experience with invoicing tools like QuickBooks or Stripe
• Strong written and verbal communication (English)
• Comfortable working in a fast-paced environment with shifting priorities
• Tech-savvy and resourceful problem-solver

✅ Bonus Skills:

• Familiarity with performance marketing, affiliate marketing, or lead generation
• Experience working with lead distribution tools like LeadProsper or automation tools like Zapier.
• Prior involvement in startup or remote-first teams
• Ability to build SOPs and improve internal workflows

✅ Growth Path:

This role is structured to evolve into a full-time Operations Manager role. Within 6–12 months, the right candidate will:

• Own internal operations from end to end
• Manage cross-departmental workflows
• Contribute to strategic planning and capacity forecasting
• Potentially manage junior team members or external contractors

Link to apply 👇

https://airtable.com/appkuyVQK6Jkdcz2y/shrFHHsQL6wUqPUk5