Operations Support - Organization & Documentation Assistant

We are a growing marketing agency looking for a highly organized, detail-oriented Operations & Systems Assistant to help build and maintain internal systems, SOPs, onboarding materials, documentation, and operational workflows. This is NOT a task-based VA role. We are looking for someone who enjoys: organizing information improving clarity documenting processes building structure from messy ideas helping teams operate more efficiently turning knowledge into repeatable systems This role will work closely with the founder and help turn conversations, Loom videos, notes, voice messages, screenshots, and rough ideas into organized operational systems that support the entire team. This is a long-term growth role with increasing responsibility over time for the right person. Examples of Work You May Help With SOP & Process Documentation You may: watch a Loom video explaining a workflow and turn it into a step-by-step SOP organize screenshots and instructions into a training guide update outdated SOPs when systems change create checklists for recurring tasks help document “how we do things” across the company Example: The founder records a 10-minute video explaining how a social media post should move from idea → approval → design → scheduling. Your job would be organizing that into a clean, usable SOP that another employee could follow. Organization & Systems Support You may: organize Google Drive folders and assets maintain company tracking sheets clean up scattered documents and links organize client resources by category create templates for recurring tasks improve operational clarity and consistency Example: A client has links, passwords, files, notes, and branding spread across multiple locations. You would help organize everything into a structured system the team can easily use. Onboarding & Training Systems You may help: build onboarding guides for new team members organize training resources structure internal learning materials help create role-specific training checklists turn founder explanations into teachable documentation Example: The founder explains the company culture and how team members should think about understanding a client’s business before designing content. You may help organize those ideas into onboarding documents or training lessons for future hires. Internal Knowledge Management You may: identify repeated questions that should become SOPs help improve how information is stored and accessed maintain operational documentation libraries help make company knowledge easier for new employees to learn and use We value people who naturally think: “This information should probably be organized better.” Ideal Personality You do NOT need to be an expert. However, you SHOULD: enjoy organization and structure communicate clearly be comfortable asking questions care about doing things correctly be open to feedback enjoy improving systems over time think beyond simply checking boxes enjoy helping create clarity from incomplete or evolving ideas This role is best for someone who enjoys: structure systems organization documentation operational thinking learning how businesses function internally Important This is an evolving company actively building systems and operational structure. We do NOT expect everything to already be perfectly organized. We are looking for someone who is excited to help create and improve those systems over time alongside us. You will receive guidance, feedback, explanations, and support, but we value people who gradually develop stronger operational understanding and organizational instincts over time. This role may eventually grow into: operations coordination onboarding/training management internal systems management process improvement leadership executive operational support for the right person. Bonus Experience (Not Required) Experience with any of the following is helpful but not required: Marketing general understanding Google Workspace SOP documentation onboarding systems process mapping workflow organization startup or agency environments To Apply Please answer the following: Describe a time you helped organize or improve a messy process, system, workspace, or workflow. What do you enjoy about organization, systems, or documentation work? If someone gives unclear or incomplete instructions, how do you usually handle it? What tools have you used for organization, project tracking, documentation, or operations? Please share examples of any SOPs, documentation systems, spreadsheets, workflows, training guides, or organizational systems you have created or improved. If you don't have one, feel free to make one and show me a before and after to demonstrate what you did to improve. What interests you about this role specifically? Shortlisted applicants may be asked to complete a small paid trial test project involving organization, SOP creation, or operational structuring.