Executive Assistant – Operations Coordinator

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Remote Raven

WebsiteLinkedInAll Job Openings

11 - 50 employees

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

Remote Raven is a company that connects businesses with highly qualified virtual assistants to fill various roles across multiple industries. They focus on providing professional, college-educated, and well-trained remote workers from the Philippines who can handle diverse tasks, including customer service, bookkeeping, digital marketing, HR, healthcare, and web development among others. Remote Raven ensures that these remote workers are fluent in English and hold relevant degrees or certifications. They offer a simple and affordable recruiting process without start-up fees, aiming to help companies streamline their staffing needs with reliable remote personnel.

📋 Description

• Review, prioritize, and sort the CEO and project team inboxes daily • Respond to routine emails within 24 hours; escalate complex or high-priority items promptly • Flag leads, referrals, and partnership opportunities requiring the CEO’s direct attention • Draft polished, professional, outgoing emails, proposals, and follow-ups • Monitor inbox cleanliness, archive and organize on a regular basis • Book meetings promptly, confirm with attendees, and include all relevant details • Proactively avoid scheduling conflicts and double-bookings • Organize and maintain project files across Google Drive and shared folders • Keep all shared workspaces (ClickUp, Google Drive, Gmail) clean and up to date • Assist with lead generation tasks, including CRM updates and outreach coordination • Research and compile a list of potential clients weekly and add to CRM • Reach out to a set number of leads via email or LinkedIn on a weekly cadence • Schedule and maintain a check-in cadence with referral partners (quarterly at minimum) • Update the CRM with accurate lead details and track responses efficiently • Manage active client projects in ClickUp: create tasks, track deadlines, and keep statuses current • Follow up with team members on overdue or at-risk tasks proactively • Weekly and as-needed calls with the CEO. Provide the CEO with a weekly project status summary and flag any issues or risks • Join client calls to capture action items and update project management tools in real time • Build and maintain ClickUp automations based on documented SOPs • Draft, document, and refine Standard Operating Procedures for recurring workflows (e.g., client onboarding, deliverables review, project launch and close) • Proactively identify bottlenecks and recommend process improvements without being prompted • Keep process documentation organized and accessible so the team operates consistently • Monitor the team inbox for client and project emails. Ensure no communication is missed • Coordinate client onboarding and offboarding logistics • Schedule calls and manage time zone differences for remote meetings • Create and send invoices within 24 hours of project milestones or per payment schedule, with zero errors • Track overdue invoices and follow up within 5 business days • Assist with customizing proposals in HoneyBook • Follow up with prospects and leads to move them toward a decision

🎯 Requirements

• This is a part time role • Up to $6/hr • 100% Remote