Notion Specialist & Technical Operations VA

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TYPE OF WORK

Full Time

SALARY

$1,000-$1,300

HOURS PER WEEK

40

DATE UPDATED

Jun 25, 2026

JOB OVERVIEW

Company: Moon Media
Location: Remote
Type: Full-Time
Working Hours: Monday-Friday, 9:00 AM - 5:00 PM EST
Experience Level: Mid-Senior

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About Moon Media:

We're a fast-growing creative agency that helps brands dominate short-form content. Our clients include companies with millions of followers, and our systems power the production and management of hundreds of videos every month.

But we're not just building content.

We're building the infrastructure behind it.

At Moon Media, Notion is far more than a note-taking or project management tool. It's our company's operating system.

We use Notion as our CRM, project management platform, production tracker, client portal, reporting dashboard, documentation hub, and operational command center. Our workspace contains interconnected databases, advanced relations, rollups, formulas, automations, dashboards, and custom workflows that support nearly every part of the business.

As we continue to grow, we're looking for someone who enjoys building systems just as much as helping improve the day-to-day operations behind them.

If your first instinct when you see an inefficient process is, *"There's a better way to build this,"* we'd love to meet you.

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The Role:

As our Notion Specialist & Operations Assistant, you'll work directly with the Founder and Head of Operations & Client Success to maintain, improve, and expand the systems that power Moon Media.

Your primary responsibility will be owning our Notion workspace. This includes building new databases, improving existing workflows, creating dashboards, maintaining automations, and helping us scale our operations through better systems.

Beyond Notion, you'll also become part of our operations team, supporting system-related projects, researching new tools, improving workflows, documenting processes, and helping implement new operational initiatives.

This is not a traditional executive assistant role.

We're looking for someone whose first instinct is to solve problems with systems, automation, and thoughtful organization.

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What You'll Be Working On:

Priority #1: Notion Systems
This will be the primary focus of your role.
You'll help us:

-Maintain and improve our complex Notion workspace
-Build new databases, dashboards, templates, and workflows
-Improve our CRM, project management, and production systems
-Create native Notion automations
-Optimize existing workspace architecture
-Build scalable systems that support a growing operations team

Our Notion workspace is highly customized, so we're specifically looking for someone who is comfortable working with advanced database architecture, connected systems, and operational workflows rather than simple task lists.

Priority #2: Automation & AI
Once workflows are built inside Notion, you'll help automate them.
This includes:

-Automating repetitive operational tasks
-Streamlining onboarding workflows
-File and folder organization
-Notifications and reminders
-Connecting software platforms to eliminate manual work
-Researching and implementing AI tools that improve efficiency
-GoHighLevel experience is a plus, but it's not the primary focus of this role. Our CRM and funnels are already in place, and we'd mainly use your GHL experience for automations or integrations when needed.

Priority #3: Operations Support
As part of the operations team, you'll also help with ongoing operational initiatives.
Examples include:

-Maintaining existing systems
-Updating SOPs and documentation
-Researching software and AI tools
-Troubleshooting workflows
-Supporting leadership with operations projects
-Helping improve processes across the business

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Responsibilities:

-Maintain and improve our existing Notion workspace and database architecture
-Build new databases, dashboards, templates, and operational workflows
-Design scalable systems that support our growing team
-Create and maintain native Notion automations
-Identify repetitive tasks and recommend automation opportunities
-Build automations using Zapier, Make, n8n, APIs, or similar tools when appropriate
-Troubleshoot and maintain existing systems and integrations
-Create clear documentation and SOPs for new systems and workflows
-Research new AI tools and software that can improve operational efficiency
-Support day-to-day operations and operational projects as assigned
-Work directly with leadership to turn ideas into scalable systems and processes

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Requirements (Non-Negotiable)

Advanced experience with Notion, including databases, relations, rollups, formulas, templates, and workspace architecture
Comfortable working inside large, interconnected Notion workspaces with multiple linked databases
Strong systems thinking and process optimization skills
Experience with workflow automation tools such as Zapier, Make, n8n, or similar platforms
Excellent organization and documentation skills
Strong troubleshooting and problem-solving abilities
Comfortable learning new software and technologies quickly
Able to manage multiple projects while maintaining attention to detail
Self-starter who takes ownership and enjoys improving systems
Comfortable supporting operational tasks in addition to systems work

Nice to Have:

-GoHighLevel experience
-Experience working with APIs and webhooks
-Experience with Claude or other AI tools
-Experience building AI workflows or AI agents
-Experience working in agencies or fast-growing startups

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Why This Role Matters:

Everything our team does runs through our operational systems.

The work you do will directly impact how efficiently Moon Media operates every single day.

You'll help leadership spend less time on repetitive work, improve visibility across the business, and create systems that support our continued growth.

You'll also play a key role in maintaining and improving the operational infrastructure that allows the entire team to do their best work.

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HOW TO APPLY:

If you're passionate about Notion + automation, and building systems that make businesses run better, we'd love to hear from you!

Apply Here:
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**IMPORTANT:** We will only consider applicants who complete the Notion application form linked above. Please do NOT reply or apply through this posting, as applications submitted here will not be reviewed.

SKILL REQUIREMENT
Creative Problem Solving Notion Operation Management
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