Operations & Administrative Assistant

Omniscient

128d

About The Position

We’re hiring an Operations & Administrative Assistant to keep our business running smoothly across operations, sales, and client delivery. You’ll be embedded in the systems that power our work and play a key role in making sure nothing slips through the cracks. You’ll handle core administrative tasks, help build repeatable processes, and support leadership as the business scales, while always looking for ways to make the organization more efficient with AI and automation. The role touches every part of the company, including marketing, sales, recruiting, and client success. This is a great opportunity for someone organized, proactive, loves tinkering with tools to find better ways of doing things, and early in their career who’s eager to grow. You’ll gain exposure to all sides of the business while developing the skills to take on bigger responsibilities over time. If you thrive on structure, love problem-solving, and want to be part of a fast-moving agency that values autonomy and ownership, read on. We require this role to overlap at least 4 hours with US Eastern Time and ideally have working hours of 9am to 5pm ET.

Requirements

• 2+ years of experience as an Executive Assistant or Operations Assistant in a remote setup
• Outstanding written and verbal communication skills
• Organized, proactive, and resourceful
• Ability to solve problems independently before asking for help
• Willingness to learn and take on evolving responsibilities as the team scales
• Familiarity with tools like Asana, Airtable, Google Drive, Slack, Notion, 1Password, Calendly, and Fireflies.ai
• Basic understanding of marketing is a strong plus
• Meticulous attention to detail
• Eager to learn new things to grow and improve skills
• Punctual and respects deadlines
• Intellectually curious critical thinker
• Process-oriented and efficient
• Ability to make great decisions quickly
• Adaptable and flexible
• Great at working independently
• Friendly and team-oriented

Responsibilities

• Follow up on meetings and add tasks to our project management tool
• Monitor Asana for overdue tasks or blockers and flag the appropriate team member
• Follow up on incomplete time sheets from team members
• Build monthly time tracking reports for leadership to understand team capacity and hiring needs
• Build custom GPTs to enable client teams to streamline their work and research
• Build SOPs for repeatable administrative tasks
• Use automations to generate content briefs with input from client teams
• Produce Clearscope reports
• Upload content into client content management systems like WordPress and Webflow
• Maintain and update client content brief templates, ensuring alignment with personas and roadmaps
• Support podcast publishing workflow
• Make updates to the company website
• Repurpose content using AI workflows and upload to social scheduling tool for approval
• Draft initial sales proposals using AI workflows and presentation templates
• Organize sales proposals and client files in Google Drive
• Perform initial applicant screening (reject clear “no’s” and rate promising profiles)
• Schedule candidate interviews using Ashby
• Support hiring for specialist roles by setting up Clay sourcing and Ashby sequences
• Enable tool access and automation for freelancers (Drive, Airtable, etc.)

Benefits

• Remote flexibility: We’re a 100% remote company, so you can work from anywhere.
• Rapid skill development: Working with us means you’ll get more experience and develop your skills faster than you would at a large, slow-moving company.
• Opportunity for responsibility: We offer ample opportunities to take on more responsibility and make a significant impact.
• Coaching: We’ll coach you up toward becoming world-class at your function.
• Team trips: We take team trips each year to cities like Los Angeles, Boston, Austin, and Chicago to get some time together in person.
• Autonomy: We’ll provide you with the trust and space to problem solve and make the role your own.

What This Job Offers

• Number of Employees: 11-50 employees