The AI Process Optimization Specialist is responsible for evaluating, designing, implementing, and continuously improving business processes through the strategic use of Artificial Intelligence (AI), automation, and digital technologies. This role works across all departments to identify inefficiencies, recommend AI-driven solutions, develop implementation plans, and ensure employees successfully adopt new technologies. The ideal candidate combines business analysis, process improvement, project management, and AI expertise to help the organization become more efficient, scalable, and competitive. Key Responsibilities Business Process Analysis Analyze existing business workflows across all departments. Document current processes and identify bottlenecks, redundancies, and manual tasks. Interview department leaders and staff to understand operational challenges. Create workflow diagrams and process documentation. AI Opportunity Assessment Identify tasks that can be automated or enhanced using AI. Evaluate emerging AI technologies and recommend practical business applications. Research AI platforms, software, and automation tools. Conduct cost-benefit analyses for proposed AI initiatives. Workflow Optimization Design more efficient workflows using AI-assisted processes. Develop standardized operating procedures (SOPs). Reduce repetitive manual work. Improve communication and collaboration between departments. Create scalable systems that grow with the business. AI Implementation Configure and deploy AI tools and automation platforms. Coordinate integrations between business software. Test workflows before deployment. Troubleshoot implementation issues. Measure effectiveness using key performance indicators (KPIs). Employee Training & Change Management Train employees on new AI tools and workflows. Develop documentation, tutorials, and training materials. Promote AI adoption throughout the organization. Gather user feedback and continuously improve processes. Performance Monitoring Track productivity improvements and ROI. Measure time savings and operational efficiencies. Maintain dashboards and performance reports. Recommend additional optimization opportunities. Innovation & Continuous Improvement Stay current with advancements in Artificial Intelligence. Evaluate new AI platforms and emerging technologies. Pilot new automation initiatives. Recommend long-term AI strategies that align with company goals. Preferred Qualifications Bachelor's degree in Business, Information Systems, Computer Science, Engineering, or related field (or equivalent experience). Experience in business process improvement or operations management. Strong understanding of AI technologies and automation platforms. Experience with workflow automation tools (Zapier, Make, n8n, Microsoft Power Automate, etc.). Familiarity with Large Language Models (LLMs) such as ChatGPT, Claude, Gemini, and Microsoft Copilot. Excellent analytical and problem-solving skills. Strong project management abilities. Outstanding written and verbal communication skills. Ability to work independently and lead cross-functional initiatives. Technical Skills Preferred experience with: Artificial Intelligence platforms Workflow automation tools CRM systems Project management software Documentation platforms Data analytics and reporting tools API integrations Microsoft 365 and Google Workspace Low-code/no-code automation platforms Core Competencies Strategic Thinking Process Improvement Critical Thinking Systems Analysis Project Management Change Management Business Communication Continuous Learning Innovation Leadership Organization Collaboration Success Metrics Performance will be measured by: Reduction in manual labor hours Increased operational efficiency AI adoption across departments Employee productivity improvements Workflow automation rate Cost savings generated Return on AI investments (ROI) Employee satisfaction with new systems Process documentation completeness Successful delivery of optimization projects Typical Projects An AI Process Optimization Specialist may: Build AI assistants for customer service and internal support. Automate repetitive administrative tasks. Develop AI-powered knowledge bases. Optimize project management workflows. Improve sales and marketing processes using AI. Streamline onboarding and employee training. Create automated reporting dashboards. Integrate AI into website development, customer support, accounting, HR, and operations. Develop company-wide AI usage standards and best practices. Mission To transform the organization into a highly efficient, AI-enabled business by continually identifying opportunities to automate work, improve processes, reduce costs, enhance decision-making, and empower employees through the effective use of Artificial Intelligence.

We are seeking a part-time Systems Administrator to manage and support our internal software stack, SaaS platforms, user access, integrations, and operational systems. This role focuses on software administration, configuration, process management, and troubleshooting rather than website development. We are looking for a reliable, detail-oriented operator who can keep our systems organized, secure, documented, and running smoothly. You will help administer and support the following platforms: * HubSpot * ClickUp * WooCommerce * MyWorks * LeakyPaywall * MailerLite * WordPress-based business systems and integrations Responsibilities * Manage user access, permissions, roles, and account provisioning across key systems * Configure and maintain HubSpot workflows, properties, lists, forms, pipelines, and integrations * Administer ClickUp spaces, folders, lists, automations, dashboards, permissions, and templates * Support WooCommerce configuration, product setup, order workflows, subscriptions, payment settings, and related business processes * Manage MyWorks sync settings and troubleshoot issues between WooCommerce and QuickBooks * Configure and support LeakyPaywall membership, access, subscription, and content restriction settings * Maintain MailerLite audiences, forms, automations, segments, templates, and integrations * Coordinate with our WordPress development team regarding software integrations, plugin requirements, user access, and system configuration needs * Troubleshoot software issues, integration errors, sync failures, and configuration problems * Maintain documentation for system settings, workflows, SOPs, and recurring administrative processes * Identify opportunities to improve automation, reliability, security, and operational efficiency * Support employee onboarding and offboarding processes for software access and permissions Ideal Experience Hands-on administration of HubSpot, ClickUp, WooCommerce, MailerLite, MyWorks, and/or LeakyPaywall Experience managing SaaS platforms, user permissions, and software provisioning Strong understanding of integrations and workflow automation Experience troubleshooting software configuration issues and sync failures Familiarity with WordPress environments from an administrative and operational perspective (not necessarily development) Ability to document processes clearly and maintain organized system records

IT Support & Microsoft 365 Administrator (Ongoing Relationship) – Denver Tech Center Preferred About Us J3 Engineering is a growing engineering and technology-focused company seeking a reliable IT professional to provide ongoing support for our team. We are looking to establish a long-term relationship with someone who can help manage our Microsoft environment, support employee onboarding/offboarding, and serve as our go-to resource for future IT needs. While much of the work can be performed remotely, we strongly prefer someone located in the Denver Tech Center (DTC) or greater Denver area who can provide occasional onsite support when needed. Responsibilities Microsoft 365 & Entra Administration User account creation, modification, and deactivation Microsoft Entra ID (Azure AD) administration License management and assignment MFA configuration and troubleshooting Group and permission management Security policy implementation and maintenance Microsoft 365 administration (Exchange, Teams, SharePoint, OneDrive) Computer Setup & Employee Onboarding Windows laptop setup and configuration New employee onboarding Software installation and configuration Device enrollment and security configuration Standardization of workstation deployments Documentation of setup procedures Ongoing IT Support Troubleshooting user issues Microsoft Office and Teams support Email and authentication issues Printer, network, and connectivity troubleshooting General desktop support Technology recommendations and best practices Future Projects (As Needed) Microsoft 365 optimization Security reviews and improvements Device management implementation Backup and recovery planning Process automation IT documentation and SOP creation Ideal Candidate Required Experience Microsoft 365 Administration Microsoft Entra ID / Azure AD Windows 10/11 Administration Exchange Online Microsoft Teams Administration User onboarding/offboarding processes Preferred Qualifications Microsoft certifications Experience supporting SMB organizations (10-100 employees) Intune / Endpoint Management experience SharePoint administration experience Cybersecurity best practices knowledge Denver-area location with ability to provide occasional onsite support Engagement Details Ongoing relationship Estimated 5-15 hours per month initially Additional project work available Mix of scheduled and on-demand support Long-term preferred When Applying Please include: Your Microsoft 365 and Entra ID experience Relevant certifications Your location Typical response time for support requests Examples of similar clients you support Your hourly rate

AI Workflow & Automation Consultant for Executive Search Firm We are an executive search firm looking for an experienced AI technology consultant to help us evaluate, improve, and automate our internal workflows. We are not looking for someone to simply introduce generic AI tools. We want someone who can take a hands-on look at how our business currently operates, understand our recruiting/search process, and help us create practical, efficient AI-enabled workflows that our team will actually use. About Our Current Tech Stack We currently use: RecruitCRM as our applicant tracking/search CRM Microsoft 365 across the business Microsoft Copilot as our enterprise AI tool Claude, which integrates with RecruitCRM Microsoft Teams, Outlook, OneDrive, SharePoint, Word, Excel, and PowerPoint Additional recruiting tools, interview notes, candidate documents, and internal templates We want to better connect and leverage these systems so we can reduce manual work, improve consistency, and make our team more efficient. What We Need Help With We are looking for someone to review our full process and help identify where AI, automation, integrations, or better workflows can improve the way we work. This may include: Reviewing our current recruiting/search workflow from intake through candidate presentation Evaluating how we use RecruitCRM, Copilot, Claude, Microsoft 365, Teams, Outlook, OneDrive, and SharePoint Identifying repetitive manual tasks that can be automated or streamlined Helping us create better workflows for candidate presentations, interview notes, client updates, reporting, and document management Recommending practical AI tools, prompts, templates, automations, or integrations Helping us organize files, notes, candidate materials, and client deliverables more efficiently Training or documenting best practices so our team can adopt the new workflows Ideal Background The ideal consultant will have experience with: AI workflow design for small or mid-sized businesses Microsoft 365, Microsoft Copilot, Teams, Outlook, OneDrive, and SharePoint Recruiting, staffing, executive search, or professional services workflows CRM or ATS systems, ideally RecruitCRM or similar platforms Claude, ChatGPT, Copilot, or other AI tools used in business operations Automation tools such as Power Automate, Zapier, Make, or similar Process mapping, workflow optimization, and implementation Project Goal Our goal is to have someone come in, understand how we work today, and help us build a more efficient AI-enabled operating system for the business. We want practical improvements, not theoretical recommendations. The right person should be able to assess our current state, recommend what should change, help implement improvements, and provide clear documentation or training for our team. Deliverables May Include Current workflow assessment AI and automation opportunity map Recommended tools and integrations Updated workflows for key business processes Reusable prompts, templates, or SOPs Microsoft 365 / Copilot / RecruitCRM optimization recommendations Implementation support Training documentation for our team To Apply Please include: A brief overview of your experience with AI workflow consulting Examples of similar projects you have completed Your experience with Microsoft 365, Copilot, Claude, RecruitCRM, or recruiting workflows How you would approach reviewing and improving our current process Your suggested project structure and estimated timeline We are open to either an initial audit/strategy project or a longer-term implementation engagement depending on fit.

Director of Operations & Integrator For Speak Your Way To Cash® Mission of the Role: The Director of Operations & Chief of Staff is responsible for turning Ashley Kirkwood's vision into execution. This person owns the systems, people, projects, accountability, reporting, launches, events, implementation, and operational excellence of the company. Their primary responsibility is to remove Ashley from day-to-day operations so she can focus on revenue generation, thought leadership, speaking, sales, strategic partnerships, media, and company growth. If Ashley is regularly assigning tasks, following up with team members, managing projects, creating project plans, solving operational problems, chasing updates, or acting as the project manager, this role is not succeeding. This role is equal parts operator, implementer, systems architect, project manager, people leader, and business builder. The right candidate can confidently run the company for 30 days without Ashley's involvement. Key Outcomes Success in this role means: * Ashley spends less than 10% of her time managing operations. * Every team member knows what to do without asking Ashley. * Every launch, event, and initiative has a documented plan and owner. * Systems are documented, followed, and continuously improved. * Team members are accountable for results. * The company operates smoothly even when Ashley is unavailable. * Revenue goals are achieved through operational excellence. * Company costs are continuously optimized. * Ashley receives dashboards, insights, and recommendations rather than problems. First 14-Day Success Plan Days 1-3: CEO Extraction Your first responsibility is extracting knowledge from Ashley. You will conduct extensive interviews with Ashley to understand: * Vision * Company goals * Revenue targets * Programs * Events * Marketing strategy * Sales process * Team structure * Existing systems * Existing bottlenecks * Repetitive issues * Current workflows * Decision-making process * Areas where Ashley is still the bottleneck Your job is to get everything out of Ashley's head and into documented systems. Days 4-7: Business Audit You will perform a complete operational audit. Review: * Team structure * Roles and responsibilities * Software subscriptions * Recurring expenses * Contractors * Vendors * Marketing systems * Sales systems * Customer success systems * Project management systems * Event systems * Reporting systems Identify: * Waste * Duplicate software * Unnecessary expenses * Inefficiencies * Missing processes * Automation opportunities * Team gaps Deliver a written audit report with recommendations. Days 8-14: System Buildout Develop and begin implementing systems for: * Team communication * Daily accountability * Weekly planning * Launch management * Event management * Marketing execution * Sales follow-up * Hiring * Onboarding * Customer success * KPI tracking * Financial reporting * Project management * SOP management * Executive reporting Create compliance mechanisms to ensure systems are actually followed. Required Deliverables by Day 14 * CEO Extraction Report * Team Accountability Map * Operations Audit * Cost Reduction Report * Systems Audit * 90-Day Operations Plan * Company KPI Dashboard * System Compliance Plan Daily Responsibilities Team Leadership * Lead daily team accountability. * Remove blockers. * Monitor priorities. * Ensure deadlines are met. * Coach and develop team members. * Address performance issues immediately. Project Management * Oversee all active projects. * Ensure projects remain on schedule. * Assign owners. * Track progress. * Escalate risks proactively. CEO Support * Protect Ashley's calendar. * Filter requests. * Prioritize opportunities. * Ensure Ashley is focused on high-value activities only. Systems Management * Improve operational systems. * Create new systems when needed. * Document processes. * Train team members. * Monitor compliance. Launch Oversight Monitor: * Registrations * Applications * Show rates * Conversion rates * Revenue * Email performance * SMS performance * Ad performance Take corrective action when needed. Event Oversight Monitor: * Venues * Hotels * Speakers * Sponsors * Production * Logistics * Attendee experience Ensure flawless execution. Financial Stewardship Monitor: * Revenue * Expenses * Cash flow * Subscription costs * Contractor costs * Vendor agreements Continuously improve profitability. Weekly Responsibilities Executive Leadership Meeting Lead weekly leadership meetings. Review: * Revenue * Sales * Marketing * Events * Operations * Team performance * Risks * Opportunities Present recommendations. Team Accountability Conduct one-on-one meetings. Review KPIs. Provide coaching. Create performance improvement plans when needed. Hiring and Recruiting Recruit top talent. Interview candidates. Manage onboarding. Develop succession plans. Dashboard Reporting Provide Ashley with a single dashboard showing: * Revenue * Pipeline * Event registrations * Lead generation * Marketing performance * Sales performance * Team performance Monthly Responsibilities Strategic Planning Review company goals. Assess progress. Recommend adjustments. Prioritize initiatives. Systems Audit Review all company systems. Identify bottlenecks. Improve efficiency. Increase automation. Cost Reduction Audit Review all recurring expenses. Identify opportunities to: * Cancel * Consolidate * Renegotiate * Automate Maintain operational efficiency while reducing unnecessary spending. Team Performance Review Evaluate every team member. Assess: * Performance * Productivity * Accountability * Alignment Make recommendations regarding staffing. Capacity Planning Forecast: * Team capacity * Event capacity * Revenue capacity * Operational needs System Ownership & Compliance This role owns all company systems. Responsibilities include: * Building systems * Documenting systems * Training team members * Monitoring compliance * Improving systems * Auditing systems You are not finished when a system is created. You are finished when the system is consistently followed. You will establish: * SOP libraries * Checklists * Training documentation * Accountability structures * KPI tracking * Compliance reviews Every major business function must have a documented and enforceable process. Required Experience * 7+ years leading operations in a coaching, consulting, events, education, or high-growth business. * Proven experience managing launches generating six and seven figures. * Proven experience leading remote teams. * Proven experience creating and implementing operational systems. * Strong project management experience. * Strong financial and operational reporting experience. * Experience with AI tools, automation, and business systems. Ideal Candidate You are a builder. You create order from chaos. You love systems. You love accountability. You ask hard questions. You solve problems before they become emergencies. You are comfortable holding high performers accountable. You are obsessed with execution. You know how to turn vision into reality. Most importantly, you can take what is inside a founder's head and build a company that runs without them.

We're a Boston-based digital marketing and SEO agency managing 50+ clients across legal, medical, construction, home services, and transportation verticals. We also operate a legal marketing sub-brand and several SaaS products. We're scaling the operation so the founder can focus on growth and partnerships. We need someone who can own delivery operations, build repeatable processes, and make sure nothing drops across a 50+ client roster. What you'll own: - Client delivery oversight across SEO, content, GBP, Google Ads, and web projects - Building and documenting SOPs for onboarding, reporting, task assignment, and QA - Managing a small team (content lead, reporting/automation specialist, design, and field contributors) - Weekly capacity planning and workload balancing across the roster - Identifying bottlenecks before they become client problems - Reporting cadence: making sure nothing falls through the cracks What we're looking for: - 3+ years running operations at a digital marketing agency (15-50 employees preferred) - Hands-on experience with project management tools (we use ClickUp) - Familiar with SEO/content/GBP/PPC workflows (you don't need to execute, but you need to know what "good" looks like) - Experience with reporting platforms like AgencyAnalytics is a strong plus - You've built SOPs before, not just followed them - Someone who's done this exact work before and could take one look at our agency and start improving it - US-based, available during Eastern time core hours (10am-4pm ET minimum overlap) Structure: - 15-20 hours/week to start - 90-day contract with a clear path to full-time if it's a mutual fit - Hourly rate: $30-$45/hr depending on experience To apply, please include: - A 2-3 minute Loom video introducing yourself. Tell us about the last agency you helped systematize and what changed after you got involved. (No Loom = automatic skip.) - A brief description of the largest agency team you've managed and the tools you used. - Your availability to start. We move fast. If your Loom is strong, expect to hear back within 48 hours.

We are an established flooring installation and field service company seeking a highly experienced sales operations and systems leader to help build a structured, accountable, scalable sales organization. This is NOT a sales rep position or a lead generation-only role. We are looking for a senior-level thinker who understands how to architect and implement sales systems that are consistently executed across a growing organization. The company has historically generated business through relationships, responsiveness, reputation, and entrepreneurial hustle. However, many sales and outreach efforts have evolved reactively rather than through intentional structure and process. As a result, sales initiatives often become fragmented, inconsistent, reactive, or dependent on founder involvement rather than operating as a disciplined system. We are seeking someone who can help us design and implement a more organized, measurable, and consistently executed sales operating structure. The Problem We Are Trying to Solve We have: strong ideas, strong reputation, strong capabilities, and multiple sales opportunities, but we lack the systems, accountability, workflows, and management structure required to ensure consistent execution. Too many initiatives: start strong and fade, operate inconsistently, lack accountability, or become reactive firefighting. We want to move from: reactive sales activity to a structured sales operating system. Initial 60-Day Scope The engagement will focus on building and organizing the company’s sales structure, workflows, accountability systems, and outreach architecture. Areas of focus include: GHL (Go High Level) sales workflow setup and optimization CRM structure and pipeline visibility Sales process mapping Lead tracking and accountability systems Executive-level outreach systems Property management outreach workflows Field sales and on-site outreach systems “Pill bottle” field marketing/outreach program structure Follow-up cadence systems Sales KPI and reporting dashboards Sales activity accountability Meeting cadence and management rhythm Email and outreach workflow systems Marketing-to-sales handoff structure Territory/account organization Sales SOPs and documentation Automation opportunities utilizing AI and modern tools Desired Outcomes By the end of the engagement, we want: A clearly defined sales operating system Consistent sales execution processes Improved accountability and visibility Structured follow-up systems Better CRM discipline and pipeline tracking Clear sales KPIs and reporting Reduced founder dependence for execution oversight Stronger executive outreach systems Organized field outreach systems Repeatable and scalable sales workflows Most importantly: We want systems that are consistently executed — not initiatives that start with energy and slowly disappear. AI & Modern Sales Leverage We strongly value candidates who understand how to leverage AI and modern tools to accelerate sales organization, communication, accountability, and workflow execution. We are looking for someone who embraces AI as a force multiplier for: CRM management, workflow automation, outreach sequencing, SOP creation, reporting, dashboard creation, meeting synthesis, sales process organization, and operational visibility. We believe the future belongs to leaders who know how to combine strategic thinking with technology leverage. Ideal Candidate Background Strong candidates may have experience as: Fractional VP of Sales Sales Operations Leader Revenue Operations (RevOps) Consultant Sales Systems Architect CRM Implementation Consultant Business Development Operations Leader Sales Process Consultant Experience in any of the following industries is highly valuable: Flooring Construction Field Services Property Management Multi-location service businesses B2B sales organizations Experience implementing GHL (Go High Level) is strongly preferred. To Apply Please include: Examples of sales systems or sales infrastructure you have personally built Experience implementing CRM and workflow systems Examples of accountability systems you created Your experience with GHL (Go High Level) Examples of sales KPI dashboards or reporting systems you implemented Industries and company sizes you have worked with How you currently use AI in your sales operations workflow Whether you prefer advisory-only, hands-on implementation, or hybrid engagements Availability over the next 60 days We are looking for someone who can help transform sales execution from reactive and fragmented into disciplined, structured, measurable, and scalable.

Part-Time (7–10 Hours/Week) | Long-Term Opportunity | $20–25/hour (Flexible) Secret Word: Compass We're looking for an exceptional Virtual Assistant to become an important part of a growing business. This isn't a task list you'll receive once a week. We're looking for someone who enjoys creating order, improving systems, solving problems, and helping a business run smoothly. You'll work directly with the business owner during focused work sessions, helping tackle projects together while keeping everything organized and moving forward. We communicate openly, respect each other's time, and enjoy working together. All work is completed during focused Zoom co-working sessions. We work alongside each other remotely, ask questions in real time, solve problems quickly, and maintain momentum. These are not meetings—they're productive work sessions where we collaborate while getting work done. If you enjoy collaborative, focused work and communicating throughout your workday, you'll likely love this style. No two weeks are exactly alike, so we're looking for someone who enjoys variety, learning new skills, and finding better ways to get things done. We're looking for someone we'd genuinely enjoy working with for years—not just another freelancer. Hours 7–10 hours per week Monday–Friday only All work will be completed during scheduled Zoom co-working sessions. Availability between 8:00 AM–11:00 AM Eastern Time (Monday–Friday) is required. There is no independent work expected outside of scheduled co-working sessions. Compensation $20–25/hour, depending on experience and overall fit. We're flexible for an exceptional candidate. *What You'll Be Doing* Responsibilities will vary from week to week and may include: - Business Organization & Operations - Organizing digital files, folders, and Google Drive - Organizing notes, ideas, reference materials, and documentation - Organizing projects, tasks, priorities, and action items - Helping clean up and simplify existing business systems - Improving workflows and overall business organization - Identifying opportunities to simplify, optimize, and automate processes - Creating clear systems that are easy to maintain - Documentation & SOPs - Creating clear, easy-to-follow Standard Operating Procedures (SOPs) - Documenting repeatable business processes - Organizing business knowledge so others can easily find and follow it - Building documentation that new team members can successfully use - Administrative Support - Calendar management - Email organization and follow-up - Scheduling meetings - Research projects - Data entry (MINOR) - Document formatting - Google Workspace organization - Vendor coordination - General administrative support - Technology & Systems - Helping the business owner better understand and use existing technology - Assisting with technology setup and integrations - Testing automations - Troubleshooting basic technology issues - Helping improve organization across business platforms - Bookkeeping Support - Basic bookkeeping - Accounts Payable (AP) support - Accounts Receivable (AR) support - Billing and invoice management - Expense tracking - Payment gateway reconciliation - Marketing & Events (Occasional) - Assisting with speaker promotion - Speaker organization and logistics - Webinar or event coordination - Light marketing coordination and administrative support - Technology You'll Likely Use Experience with several of these is preferred: - Google Workspace - Gmail - Google Calendar - Google Drive - Zoom - ChatGPT - Zapier or Make - QuickBooks Online - Stripe - WordPress (basic) - Canva - Asana, ClickUp, Trello, Notion, or similar project management/documentation software You don't need experience with every platform. We value curiosity, resourcefulness, and the ability to learn quickly. What We're Looking For The right person is someone who: - Is highly organized and detail-oriented - Is an outstanding written and verbal communicator - Is comfortable collaborating during focused Zoom co-working sessions - Is easy to work with and enjoys being part of a collaborative team - Naturally creates order from chaos - Loves organizing information, documents, notes, projects, and digital workspaces - Can take a messy process and turn it into a simple, repeatable system - Writes exceptionally clear SOPs and documentation that others can easily follow - Has the patience to explain technology in a simple, non-technical way - Enjoys improving systems, workflows, organization, automations, and integrations - Thinks critically about how processes can be simplified and optimized - Naturally keeps others informed of progress, questions, and roadblocks - Is trustworthy, discreet, and professional - Handles confidential client, business, and financial information with care - Learns new software quickly - Can prioritize multiple tasks effectively - Works independently while remaining highly accountable - Is proactive rather than reactive - Takes pride in producing consistently high-quality work This role requires access to confidential client, business, and financial information. Integrity, discretion, professionalism, and sound judgment are essential. Preferred Experience Experience in one or more of the following is a plus: - Virtual Assistant or Executive Assistant support - Administrative or operations support - Small business operations - Online business management - Bookkeeping or office administration - Technology implementation or software integrations - Business process documentation and SOP creation - Project coordination - Speaker, podcast, webinar, or event coordination - Speaker promotion and event organization - Email marketing, social media coordination, or other marketing support We're looking for someone interested in building a long-term professional relationship and growing with the business. To Apply: Please submit a brief, personalized cover letter (300 words or less). In your cover letter, please: - Include the secret word Compass in the first sentence. - Tell us why this position interests you. - Share what type of work you enjoy most as a Virtual Assistant or Operations Assistant. - Tell us what you're looking for in a long-term working relationship. - Confirm your availability Monday–Friday between 8:00–11:00 AM Eastern Time for our scheduled Zoom co-working sessions. We'll ask additional role-specific questions through Upwork's screening questions, so there's no need to include detailed responses about bookkeeping or operations experience in your cover letter. Applications that are generic, appear copied and pasted, omit the secret word, or don't demonstrate genuine interest in this role won't be considered. We're looking for someone who communicates exceptionally well, enjoys solving problems, creates order from complexity, values confidentiality, follows through, and wants to become a trusted part of a business—not just complete tasks. If that sounds like you, we'd love to hear from you.

We are looking for a highly organized, proactive Operations Coordinator who thrives in a fast-moving environment. You will serve as a connective tissue across the operations team and its cross-functional partners, keeping work moving, documented, and on track. This is a hands-on, execution-focused operations role where AI tools are part of the daily workflow. You will support a variety of operations projects, and your ability to adapt quickly is just as important as your core skills. Strong performance can lead to a full-time offer. Key Responsibilities Operations Support & Project Coordination -Manage ticket queue - intake and triage requests, assign timelines, track deliverables, and communicate status updates to stakeholders. -Maintain a rolling calendar of marketing communications, campaign milestones, and key deliverables. -QA and edit copy for marketing materials including sales collateral, email communications, landing pages, and internal announcements. -Perform quality assurance checks on outbound materials, ensuring accuracy, consistency, and adherence to brand standards. -Support blog development and copywriting QA. -Support marketing campaigns and departmental administrative tasks across email, social, advertising, and content channels. -Assist with coordinating internal and external events as needed. -Budget tracking and reporting for various projects. Data, Reporting & Technology -Manage and analyze CRM data using various tools to support reporting and decision-making. -Review performance dashboards and reports, providing insights into key metrics, ROI, and campaign effectiveness. -Work within project management/CRM software and tools (e.g., Asana, Jira, Hubspot, automation platforms). -Utilize advanced Excel functions (VLOOKUP, PivotTables, etc.) for data manipulation and reporting. Process & Documentation -Support process improvement opportunities within the operations department, including implementation of solutions to enhance efficiency and productivity. -Assist in developing and maintaining standard operating procedures (SOPs) for recurring activities. -Streamline workflows, build standardized procedures, and surface automation opportunities. -Support documentation, data entry, and coordination tasks required to keep operations running efficiently. Cross-Functional Collaboration -Partner with internal teams to ensure deliverables align with business needs. -Provide day-to-day administrative support to the operations team to keep timelines, materials, and deliverables on track. -Ensure compliance with industry regulations and company policies across all activities. -Perform other duties as assigned. Required Skills & Experience -1–3 years of experience in operations, project management, executive or team coordination, or a similar role. -Exceptional attention to detail — you catch what others miss and genuinely enjoy working through complexity. -Strong ability to manage multiple moving timelines simultaneously and adapt quickly as priorities shift. -Familiarity with CRM systems, automation platforms, and project management software. -Strong written and verbal communication skills, with the ability to draft polished copy and clear internal documentation. -Proficiency in Microsoft Excel, including advanced functions for data manipulation and analysis. -Ability to learn new software quickly and integrate new tools into daily workflows. -Application of AI tools such as Claude, ChatGPT, etc. to improve efficiency. -Professional demeanor, sound judgment, and the ability to maintain confidentiality. Nice to Have -Experience supporting marketing campaigns and initiatives. -Experience with marketing analytics or BI tools. -Experience creating automated workflows with Hubspot, Zapier or similar tools. -Experience with event coordination or on-the-ground activations. -Familiarity with performance marketing, affiliate programs, or partnership channels.

Role Purpose The Accounting Manager serves as the primary operational accounting lead. In this fractional role, you will take full ownership of general ledger accuracy, execute timely financial close processes, and maintain the absolute integrity of our small-to-mid-sized business clients' accounting systems. You are a process leader who focuses on precision, data integrity, and workflow discipline, ensuring that all financial records are clean, accurate, and ready for tax or advisory functions. Responsibilities Financial Close Management: Own and execute monthly, quarterly, and annual financial close processes for multiple client engagements. Ensure all balance sheet accounts are fully reconciled, post required journal entries/accruals, and deliver audit-ready financials on schedule. General Ledger & Operations: Maintain the general ledger and chart of accounts layout. Ensure proper classification of all financial transactions, manage bank feeds and automated transaction rules, and maintain clean vendor/customer master records. Data Integrity & Reconciliations: Perform systematic and meticulous reconciliations across bank accounts, credit cards, and key balance sheet items. Investigate, resolve discrepancies, and validate beginning balances to catch errors before they impact reporting. Reporting & Compliance Support: Prepare internal financial statement packages (P&L, Balance Sheet, A/R and A/P aging reports) and compile supporting schedules. Organize documentation for payroll tax, sales/use tax, business licenses, and year-end filing readiness (1099s, W-2s). Workflow & System Optimization: Operate strictly within our designated cloud ecosystem, optimizing QuickBooks Online (QBO) and tracking all tasks, milestones, and progress in real time within Canopy. Build efficient, automated workflows to enhance internal controls and operational efficiency. Cross-Functional Coordination: Proactively collaborate with Fractional CFOs, Tax Managers, and Administrative Support teams to ensure seamless client delivery and verify that accounting data aligns perfectly with downstream strategic reporting. Key Deliverables Monthly/Ongoing: Completed, reconciled financial statements; updated general ledger and supporting schedules; A/R and A/P aging reviews; and real-time task updates inside Canopy. Quarterly: Comprehensive financial reporting packages, prepared compliance documentation, and actionable process/system improvement recommendations. Annual & Ad Hoc: Year-end financial statement packages, audit/review support documentation, 1099/W-2 preparation support, and financial cleanup/system optimization initiatives. Qualifications: Bachelor’s degree in Finance and 5 + years of tax experience Strong working knowledge of GAAP, journal entries, accruals, adjustments, and balance sheet-first accounting cleanup. Proven capability running structured, repeatable month-end close sequences across multiple clients under tight timelines. Advanced proficiency configuring QuickBooks Online, optimizing charts of accounts, and correcting automated bank feed rules. Deep commitment to task management systems (Canopy), data integrity, and executing standardized SOPs with zero variation. Proactive problem-solving skills with an ability to detect errors, analyze inconsistencies, and prioritize accuracy over speed. High level of accountability and professional presence; ability to communicate complex financial issues clearly to internal leadership and non-accounting stakeholders.