Operational Coordinator | Virtual Assistant

Operations Coordinator | Operational Leadership for Growing Narrative Advisory Firm URGENT HIRE | START IMMEDIATELY About Us CultureVate is a narrative leadership advisory firm helping mission-driven leaders tell stories that spark movements. We work at the intersection of strategic communications, media production, and leadership development. We're scaling rapidly and need operational backbone immediately. The Reality Our Operations Manager recently departed. Right now, the founder is carrying strategy, sales, delivery, AND operations. We need someone who can step in and OWN operational execution so the founder can get back to strategic work. This Is NOT a Traditional VA Role You won't just be supporting someone—you'll BE the operational center. You'll manage contractors, coordinate projects, communicate with clients, and ensure nothing falls through the cracks. You'll have autonomy, decision-making authority, and direct access to the founder. What You'll Own Operations Leadership: Day-to-day operational decisions, contractor coordination, project delivery oversight Client Communication: Manage client touchpoints, onboarding, project updates, satisfaction Contractor Management: Coordinate designers, editors, writers; translate briefs, track deliverables, manage quality Project Coordination: Ensure consulting engagements, media production, and programs deliver on time AI Content Creation: Draft social content, email sequences, blog outlines; repurpose long-form content Email & Scheduling: Manage founder's inbox and calendar; prioritize ruthlessly Systems Building: Create operational playbooks, templates, and processes as we scale You're a Fit If You Have 3+ years in operations, project management, or senior EA roles (agency/consulting experience strongly preferred) Can make decisions independently without constant founder input Have strong judgment—you know when to act and when to escalate Are a natural problem-solver who brings solutions, not just questions Have marketing/business development savvy (lead generation, content strategy, client management) Are proficient with AI tools (ChatGPT, Claude, etc.) and comfortable with tech Communicate exceptionally well in writing and verbally (you'll represent our brand) Thrive in startup environments—you build the plane while flying it Bonus Points Experience as an Integrator or COO in small businesses Familiarity with Traction/EOS methodology Background in creative agencies, consulting firms, or professional services Project management certifications or training Design sensibility and brand consistency awareness Tools You'll Use ClickUp, Descript, Zoom, Google Drive, Canva, Instagram, LinkedIn, AI content tools, CRM systems What Success Looks Like Projects move forward without the founder chasing updates Clients feel cared for and communication is seamless Contractors deliver quality work on time because you've managed expectations well Systems exist where chaos used to be The founder has time to focus on strategy, sales, and growth Details Hours: 15+ to Full Time Location: Remote (US-based or compatible time zones with US East Coast strongly preferred) Start: ASAP (within 1-2 weeks) To Apply Send: Resume highlighting relevant operational/leadership experience Brief note (200-300 words): Tell us about a time you stepped into operational chaos and brought order. What systems did you build? What was the outcome? 2-3 examples of operational work (projects you've managed, systems you've built, crises you've solved) We're looking for someone who sees operational leadership as their calling—someone who gets energy from building systems, solving problems, and making other people's visions run smoothly. If that's you, we want to hear from you immediately. Why This Role Matters You won't just be an employee—you'll be the operational foundation of a growing company with a mission to empower underserved voices through storytelling. Your work will directly enable movements to be sparked, leaders to be developed, and communities to be transformed