Operations Coordinator / Executive Assistant (10-20 hours/month)

I'm looking for someone to become the operational backbone of my businesses and reduce the mental load of a creative solopreneur.

This role is ideal for someone who gets genuine satisfaction from organizing information, improving systems, closing loops, and making businesses run more smoothly. If you're naturally proactive, enjoy figuring things out, and like taking ownership instead of waiting for instructions, you'll probably love this role.

The position is a blend of operations, bookkeeping, organization, process improvement, and founder support. My goal is to find someone who enjoys bringing order to growing businesses and building systems that make everything run more efficiently.
This is a flexible, self-directed role. I won't be assigning daily to-do lists or managing your workload. Instead, I'm looking for someone who can identify what needs to be done, prioritize it, and keep the operational side of the business moving forward.

I would like you to have eyes on the business at least once a week so nothing important falls through the cracks. Whether you prefer to dedicate one morning each week, work an hour or two throughout the week, or create another routine that works for you is entirely up to you. What matters most is that the work gets done consistently and nothing quietly piles up over time.
If you prefer being given a checklist every day, this probably isn't the right role. If you enjoy being trusted to build your own systems, improve existing ones, and own the details, I think you'll find this role incredibly rewarding.

This is not an entry-level position. I'm looking for someone who already has experience owning operational responsibilities for a small business, entrepreneur, or growing company.

The role starts at 10–20 hours per month with room to grow over time. My hope is that the right person grows with the business into a larger operations role.

What You'll Own
Operations & Systems
-Document and improve repeatable processes
-Build organizational systems that are simple enough to actually get used
-Improve existing workflows
-Organize files and documentation
-Research and recommend better software and tools
-Build AI-assisted workflows where they genuinely save time
-Continuously improve operational systems as the business grows

Financial Operations
-Own the invoicing workflow
-Track client purchases and maintain running invoices
-Organize receipts and expenses
-Maintain QuickBooks
-Complete monthly reconciliations
-Keep financial records organized and tax-ready throughout the year

Founder Support
One of the biggest things I'm hoping to build is a relationship where you become my trusted inbox.
Throughout the week, I want to be able to send you messy information without worrying about what happens next.

That might be:
-Receipts
-Emails
-Screenshots
-Business ideas
-Notes I'm taking on the go
-To-do items I don't want to forget

I don't want to spend mental energy d ---------- where each thing belongs, I want to trust that you'll know.

Maybe I forward you a receipt that gets added to a running invoice.
Maybe an idea belongs in our idea bank.
Maybe an email turns into a follow-up task.
Maybe a repeated task becomes a new automated process.

Your job isn't just to organize information, it's to d ---------- where it should go next and make sure it gets there.
I don't want to have to think about the process. I want to trust that information will be captured, organized, and moved forward without me having to manage it, so I can free up the mental load and focus on the client facing work.

I don't anticipate much (if any) urgent work, so I'm not looking for someone who's constantly available. I just want you to check in at least once a week, process everything that's accumulated, and keep the operational side of the business moving forward. How you organize your time beyond that is completely up to you.

I don't have an operations background. That's exactly why I'm hiring you. I'm looking for someone who naturally thinks about systems and continuously asks: "Can we build a better way to do this?"

If you notice a better workflow, tell me.
If my filing system is a mess, tell me.
If there's software that could save us hours every month, tell me.
If AI can eliminate repetitive work, let's build it.
If you think we're solving the wrong problem, challenge me.

I value proactive thinking over perfect execution. I'd much rather have someone who brings ideas to the table than someone who quietly waits for instructions.

Instead of a Cover Letter, I'd love to understand how you think. Here are three very real problems I'm trying to solve. Tell me how you'd approach each one.

Problem #1: Tax Season Hell
Every year I spend far too much time trying to reconcile an entire year's worth of income and expenses because I haven't stayed on top of bookkeeping throughout the year. My goal is to make tax season easy. One of our first projects together will be getting everything caught up and creating a monthly process that keeps it that way.

How would you approach solving this?

Problem #2: My Invoicing Process Has Too Much Friction
When I purchase products for interior design clients, one purchase often turns into multiple administrative steps.
Making the purchase, adding it to a spreadsheet to calculate profit, copying all the item information over to an invoice, making sure the transaction is organized and labeled correctly for bookkeeping. Because I'm busy doing client work, invoices sometimes go out weeks later than I'd like simply because the process has too many manual steps.

How would you redesign this workflow?

Problem #3: My Brain Has Too Many Tabs Open
Ideas live everywhere: Apple Notes, email drafts, Google Docs, paper notebooks, sticky notes, random screenshots.
The challenge isn't coming up with ideas. It's capturing them, organizing them, prioritizing them, and actually turning them into action. I've learned that when a process has too much friction, important tasks slowly become background noise in my brain.
I don't need another app. I need a trusted system.

If this were your project, where would you start?

If you've read this posting and your brain is already redesigning my workflows and thinking of better ways to organize everything I've described, I'd love to hear from you.