Company Project Facilitator + VA HR & Productivity Lead

RSH Décor, a 20-year-old family-owned business, is hiring a full-time Virtual Assistant to serve as our **Company Project Facilitator**, **VA Team HR Lead**, and **Productivity Manager**. This role is the “glue” that keeps the company moving—**not by commanding**, but by **supporting, organizing, reminding, and removing friction** so people can hit deadlines without stress.

You will manage **all company projects inside ClickUp**, supporting **both VAs and internal tea ---------- mbers**, ensuring tasks are clearly defined, properly assigned, followed up on, and completed on time. You’ll also oversee Hubstaff-based ---------- tracking and build dashboards that help leadership make fast decisions.

This role reports directly to the **VP of Business Development** and serves as their **right-hand execution partner**.

* Full-time, remote (50 hrs/week) Flexible Schedule
* Paid weekly using ----------
* Time and productivity tracked using Hubstaff
* Project management executed through ClickUp
* Willing to train the right highly motivated person
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## What This Role Is (and Is Not)

### This role IS:
* The **ultimate facilitator** who helps everyone stay on track
* A **follow-up and clarity machine** who prevents things from slipping
* A **support-driven project leader** who makes it easier for people to win
* A **system builder** who creates systems and structure without bureaucracy

### This role is NOT:
* A dictator, micromanager, or “task police”
* Someone who shames people for being behind
* A passive note-taker who “tracks” work but can’t move it forward
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## Core Outcomes (How We Define Success)

Within 30–60 days, you will:
* Make ClickUp the clean, reliable “source of truth” for all work
* Reduce overdue tasks week over week
* Improve task clarity so fewer items bounce back and forth
* Create a dependable rhythm: daily check-ins, weekly priorities, weekly reporting
* Become the person everyone trusts because you help them deliver on time
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## Key Responsibilities

### 1) Company-Wide Project Facilitation (ClickUp Owner)

* Manage and maintain all company projects in ClickUp across departments and roles

* Ensure every task has:
* Clear owner
* Due date
* Priority
* Definition of Done (what “complete” looks like)

* Run daily follow-up loops:
* Friendly reminders
* Quick check-ins on blockers
* Clarify next steps
* Ensure updates are documented in ClickUp

* Coordinate dependencies across teams and ensure smooth handoffs

* Keep projects organized and moving forward without drama

### 2) “Right-Hand” Execution Support to VP of Business Development

* Translate VP priorities into ClickUp execution:
* Build task plans, assign owners, set timelines
* Track progress and follow up
* Surface risks early with suggested solutions

* Keep the VP’s world organized:
* Daily/weekly priority list
* Quick status snapshots
* Ensure nothing falls through the cracks

### 3) HR Manager for the VA Team

* Support recruiting, screening, coordination, onboarding, and training plans

* Maintain role clarity:
* Job descriptions
* SOP ownership
* Accountability metrics

* Manage VA performance support:

* Coaching, feedback, improvement plans (professional, respectful, documented)

* Maintain schedules/coverage and ensure smooth operations


### 4) Productivity Management (Dashboards + Reports)

* Use Hubstaff to ensure accurate time tracking and productivity alignment
* Build dashboards and reports in ClickUp (and optionally Google Sheets) such as:

* Overdue tasks by person/project
* Weekly completions and throughput
* Workload by tea ---------- mber
* Blocked items and dependency risks

* Deliver weekly leadership reporting:
* What shipped
* What’s at risk
* What needs decisions
* Next week's priorities
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## How This Person Works (The “Loved by Everyone” Standard)

This person:
* Reminds without annoying
* Helps clarify vague requests into doable tasks
* Makes follow-up feel supportive, not stressful
* Brings solutions, not complaints
* Keeps people informed and avoids surprises
* Celebrates wins and helps unblock losses fast
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## Tools (Required)
* ClickUp (advanced ability preferred: templates, dashboards, views, custom fields)
* Hubstaff (time tracking, activity + productivity review)
* Google Workspace (Docs/Sheets/Drive)
* Slack/Email for team communication
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## Required Skills & Experience
* 3+ years in project coordination / project management / operations support
* Proven experience managing multiple priorities across multiple people
* Strong written communication and follow-up habits
* Comfortable working with leadership and across departments
* Strong judgment: knows when to push, when to assist, when to escalate
* High emotional intelligence and team-friendly approach

### Preferred (Nice to Have)
* Experience managing remote VA teams (multi-role)
* KPI/scorecard building and reporting
* SOP creation and process improvement experience
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## Performance Metrics (How You’ll Be Measured)
* Company-wide on-time completion rate increases month over month
* Overdue task count reduced week over week
* Task clarity/completeness improves (less rework, fewer “what does this mean?” tasks)
* Weekly reporting delivered consistently and accurately
* VA productivity and consistency improves
* VP priorities are executed without slips or surprises
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## Schedule, Pay, and Reporting
* Full-time: 50 hrs/week
* Paid weekly
* Hubstaff required
* Reports to: **VP of Business Development**
* Serves as: **VP’s right-hand execution partner**