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TYPE OF WORK
Part Time
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SALARY
?35,000
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HOURS PER WEEK
20
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DATE UPDATED
Aug 9, 2025
About the Role
We are seeking an exceptional Governance & Strategic Operations Librarian to join our mission control team. This is not a generic VA position — you will be at the center of a high-performing executive’s multi-venture business ecosystem, working across governance, performance tracking, relationship intelligence, and intellectual property curation.
Your mission is to eliminate drift, maintain precision in our operating systems, and ensure all business intelligence and creative assets are indexed, accessible, and ready for strategic use. You will work closely with the business owner and COO to keep the organization aligned, moving forward, and operating at peak performance.
Key Responsibilities
Governance Operations (Top Priority)
Run five core governance tools: Friday Strategic Status Brief, Sunday Alignment Report, Monthly Golden 3 Briefing, Monthly Narrative Ledger, and the Forward Action Register which tracks all forward actions until completion. Maintain the Continuity Strike Log. Trigger accountability messages (with COO CC) for governance breaches. Deliver weekly continuity score and monthly synthesis reports.
Performance Tracking (Support for COO)
Maintain the Brokerage KPI Dashboard. Track weekly and monthly performance metrics. Pull data from the brokerage team and CRM. Flag anomalies, trends, and missed targets. Deliver a weekly KPI Snapshot to the COO and business owner.
Relationship Intelligence (Support for Key Client Portfolio)
Manage and track the Key Client List which includes strategic accounts and legacy relationships. Maintain a Next Action Tracker for each contact. Prepare Client Briefing Sheets before meetings including recent news, portfolio updates, shared connections, and relationship history. Suggest warm outreach opportunities based on timing, market moves, or relationship gaps.
IP Library and Knowledge Management (“The Librarian”)
Curate, index, and maintain the full suite of intellectual property generated across all business and creative domains. Maintain a searchable digital archive (Google Drive or Notion) and a quarterly printed binder of key IP for offline review. Keep summary pages for each asset with title, date, category, status, and storage location. Curate quarterly highlight reels of the most valuable new IP. Alert the business owner when older IP can be repurposed.
Qualifications
Required: Excellent English (written and spoken) with the ability to format and refine professional communications. At least two years of experience in executive assistant, operations coordinator, or project management roles. Advanced Google Sheets skills including formulas, filtering, and data validation. Experience maintaining dashboards, trackers, and structured filing systems. Highly organized with extreme attention to detail. Discretion with sensitive information.
Bonus: Experience with ChatGPT or similar AI tools. Background in real estate, finance, or high-end consulting environments. Experience managing research libraries, archives, or knowledge systems.
What Success Looks Like in 90 Days
All governance actions logged the same day. Forward Action Register always current and accurate. Brokerage KPI Dashboard updated weekly. Key Client List tracked with no stale relationships. IP Library fully indexed, searchable, and printed in binder form.
Work Schedule
Approximately 18–22 hours per week, flexible. Some overlap with U.S. Central Time required for governance blocks and updates.
How to Apply
Send your resume and a short cover letter explaining why you are a perfect fit for this role. Include a writing sample describing a time when you created or managed a system that kept an organization or executive perfectly organized. Use the subject line: Mission Control Librarian – [Your Name].
