Administrative & Operations Assistant (Senior — 5+ Years EA/Admin Experience Required)

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: TYPE OF WORK

Full Time

: SALARY

950

: HOURS PER WEEK

TBD

: DATE UPDATED

Aug 14, 2026

JOB OVERVIEW

ABOUT THIS ROLE

We're hiring a senior Administrative & Operations Assistant to be the operational backbone behind our team and a high-standards client account. You'll keep marketing operations, the CRM, and the content library running seamlessly behind the scenes — accurate, current, and audit-ready — so leadership can focus on growth.

This is NOT an entry-level VA role. We're looking for someone who has supported executives or demanding clients for years, has owned real billing and reporting responsibilities, and treats a stale CRM record or a misnamed file as a personal offense.

Important: this role is client-facing and requires excellent, stable internet plus a professional video-call setup. You'll be on regular video calls where presence and engagement matter. If your connection is unreliable or you're not comfortable being fully present on camera, this isn't the right role — please don't apply.

WHAT YOU'LL BE DOING

CRM & Data Integrity
• Keep the CRM fully current: every contact, deal, and status accurate — nothing slips
• Spot and fix data mismatches, incorrect file naming, and broken workflows before they cause problems
• Maintain clean folder structures and a well-organized content library

Email & Communications
• Handle routine email correspondence using template-driven replies; escalate non-standard situations with context
• Track every request and task through to resolution — nothing gets dropped or forgotten
• Draft clear, professional messages that can go to clients without editing

Reporting & Financial Tracking
• Maintain standardized Excel / Google Sheets summary models to keep leadership updated with accurate numbers
• Support billing and financial tracking: invoicing, payment follow-ups, and expense records
• Prepare recurring reports on schedule, every time, without being chased

Operations & Coordination
• Coordinate calendars, meetings, and follow-ups across time zones
• Schedule and organize social/marketing content from prepared assets
• Document and improve recurring processes as you go — build the SOP, don't just follow it

YOU'RE A GREAT FIT IF YOU...
• Have 5+ years of experience as an executive assistant, admin, or operations support — tell us who you supported and what you owned end to end
• Have personally handled invoicing, billing, or financial tracking (not just data entry — describe what you did)
• Are advanced in Excel / Google Sheets — tell us the most complex thing you've built (formulas, lookups, pivot tables, dashboards)
• Have worked inside a real CRM (HubSpot, GoHighLevel, Salesforce, Zoho, or similar) — name it
• Write polished, professional English suitable for direct client communication
• Use AI tools (ChatGPT/Claude) as a productivity layer, with a human check before anything ships
• Have a fast, WIRED internet connection with a backup option, a quality camera and mic, and a quiet workspace
• Are engaged and present on camera — our screening includes a video, and energy and professionalism count as much as the answers

IN YOUR APPLICATION, PLEASE INCLUDE:
1. Your years of EA/admin experience and the executives or clients you supported
2. The CRMs and reporting tools you've personally owned day to day
3. Your internet speed (download/upload) and whether it's wired
4. Please add Rockstar in your Message.

POTENTIAL TO GROW INTO
• Operations lead for the client account — owning processes, reporting, and vendor coordination
• Managing and onboarding future admin hires
• Broader client-success responsibilities as the account grows

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Administrative & Operations Assistant (Senior — 5+ Years EA/Admin Experience Required)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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