Agency Operations Coordinator/Executive Assistant

**Title: Temporary Agency Operations Coordinator - Maternity Cover (Dec-Jan, with paid ramp-up starting now)** **About us** This role is for a boutique SEO agency near Boston, MA, working with high-end clients across the US. Our team is small, remote, and tightly knit - with team members in the US, Europe, and South Africa. We're looking for one extremely capable, efficient operations professional for a maternity cover role. **The arrangement (please read before applying)** This is not a standard gig - it is a proper handover with training, full cover, and a planned wind-down: - **October-November:** 4-5 hours/week - training and shadowing our current coordinator - **Mid-December - mid-January:** 10-20 hours/week - full cover (quieter over Christmas/New Year as the team takes time off) - **Mid-January - mid-February:** ramp back down to 4-5 hours/week, gradually handing responsibilities back - **Mid-February onward:** role ends, with flexibility to review timing as needed **What you'll be doing** - Client communications: professional, warm, and fast - preparing and sending agreements, deliverables, and follow-ups - Contracts and onboarding: preparing and sending service agreements via DocuSign, running new client onboarding - Billing and finance admin: creating and tracking invoices in Square, following up on payments, basic bookkeeping support (QuickBooks) - Project coordination in Asana: keeping tasks, due dates, and comments current, and chasing the right people at the right time - Managing the smooth running of monthly client SEO reports and deliverable handoffs - Ad hoc project management support for website builds and one-off client projects - General operations: team logistics, supply orders, meeting agendas, and the hundred small things that keep an agency running **What we're looking for** - Proven experience as an Operations Coordinator, high level Executive Assistant, or similar, supporting Founders and C-suite executives - Extremely organized, proactive, and efficient; you spot what needs doing before being asked - Impeccable written communication skills and fluency in US English - Comfortable with Google Workspace, Asana (or similar PM tool), Zoom, Slack, DocuSign, and Square/QuickBooks (or fast learners of the same) - Reliable, responsive, and discreet - you'll see sensitive client and financial information - Experience working with US-based clients/businesses is a plus; familiarity with SEO or digital marketing agencies is a bonus but not required - Available for the full engagement described above - consistency across the whole period matters more than anything **How to apply** Tell us briefly why you're the right fit, describe your experience supporting a founder or agency, and confirm your availability for the timeline above. Applications that show they've actually read this post will be prioritized.