Job Description

About Us

We support U.S.-based founders, operators, and integrators — real businesses where leadership's time is the scarcest resource in the company, and where founders are the bottleneck on every recurring decision and follow-up task.

Yes, you'll manage calendars, build SOPs, track action items, and keep systems organized.

But the real business we are in is giving leadership their time back.

A founder spends their morning chasing down a meeting nobody scheduled properly. An action item from last week's call never got tracked, so it just quietly dies. A process that only lives in one person's head breaks the moment they go on vacation. A reporting cadence exists on paper but never actually happens on schedule.

Every one of those is strategic time stolen by something that should have been handled without anyone noticing. That is what this role is for.

We are hiring an Office and Operations Coordinator specialist who builds process memory so leadership gets strategic time back — turning reactive chaos into repeatable execution.

This is a remote role through ScaleSource. It is not a "wait for someone to assign me a task" job. You own the systems that keep the operation running so founders stay focused on the decisions only they can make.

If you need to be told every step, this is not the role.

If an untracked action item bothers you, and you'd rather build the SOP than keep answering the same question, you may be exactly who we need.

The Big Picture

Our standard is simple:

Nothing recurring should ever depend on someone remembering it.

If a meeting needs scheduling, it's on the calendar before anyone has to ask. If a decision generates a follow-up, it's tracked to closure. If a process repeats more than once, it becomes an SOP. If a report is due, it goes out on cadence, not on inspiration. And when a founder needs to know the status of something, the answer lives in a system, not in your head.

We do not need someone who says, "I think that got handled after the meeting."

We need someone who says:

"All 9 action items from Monday's call are tracked — 6 closed, 3 on schedule with owners and due dates. This week's report went out Thursday as usual. The onboarding process is now a 12-step SOP with screenshots, so nobody has to ask me again. Zero double-bookings, and next week's calendar is already confirmed."

That is the difference.

Role Mission

Your mission is to give leadership their time back.

You are the process memory of the business. You handle the scheduling, the tracking, the documenting, and the following-through so founders can handle the strategy.

You will work across calendars, project boards, SOP libraries, and reporting tools to make sure meetings happen cleanly, decisions turn into tracked actions, processes get documented, and nothing recurring depends on anyone's memory — including yours.

You are not just doing admin.

You are protecting the most expensive time in the company.

What You'll Own

1. Calendar and Scheduling Management

You will own the calendar so leadership never has to think about it.

You will be responsible for:

• Managing calendars, scheduling, and recurring task follow-up across stakeholders
• Coordinating meetings across multiple stakeholders without back-and-forth chaos
• Confirming meetings before they happen so no one shows up to a dead call
• Keeping scheduling proactive, not reactive to last-minute requests
• Protecting focus time so the calendar serves the priorities, not the other way around

A calendar full of unconfirmed meetings and double-bookings is not a schedule. It is a liability.

2. Reporting and SOP Systems

You will turn how things get done into systems anyone can follow.

You will be responsible for:

• Building and maintaining reporting cadences and SOP libraries
• Turning one-off processes into documented, repeatable workflows others can follow
• Preparing reports, dashboards, and performance trackers using Google Sheets, Excel, or similar tools
• Keeping SOPs current when the process changes — a stale SOP is worse than none
• Delivering reports on cadence without a reminder

If a process lives in one person's head, the business breaks the day that person is out.

3. Action Item and Follow-Through Tracking

You will make sure nothing discussed ever quietly dies.

You will be responsible for:

• Capturing action items from meetings and decisions with owners and due dates
• Tracking every item to closure and chasing the ones that stall
• Making sure nothing discussed in a meeting quietly disappears afterward
• Ensuring deadlines are consistently met with minimal supervision
• Surfacing what is stuck before the founder has to ask

An action item without an owner and a due date is not a plan. It is a wish.

4. Tools and Systems Organization

You will keep the operational backbone clean and current.

You will be responsible for:

• Keeping tools and systems — Slack, project boards, and similar platforms — organized and current
• Maintaining workflow documentation, process maps, and knowledge bases that anyone could reference
• Making sure information lives in the system, not in your head, your notebook, or a chat thread
• Structuring boards, folders, and channels so the team can find things without asking

If the team has to ask you where something is, the system is not done yet.

5. Leadership Time Protection

You will actively shrink the amount of admin that reaches leadership.

You will be responsible for:

• Reducing founder and leadership time spent on admin and routine decisions
• Handling routine decisions inside documented guardrails instead of escalating everything
• Identifying inefficiencies and recommending improvements rather than just executing tasks as handed to you
• Flagging only what genuinely needs a leadership decision — and only that

The test is simple: if a founder has to ask you for a status update, something upstream went wrong.

Our Core Values and Mindset

We care a lot about fit. Skills matter, but mindset matters more.

1. Process Memory Beats Tribal Knowledge

If something repeats, it gets documented — not carried around in your head. We need someone whose instinct after solving a problem twice is to write the SOP so there is no third time.

2. Own It

Ownership means the problem does not have to be your fault for it to become your responsibility. An untracked action item is still yours to chase down and close. You do not get to say, "I mentioned it in the meeting" and wash your hands of it.

3. Document It or It Didn't Happen

SOPs, process maps, trackers, and reports need to be clear enough for someone else to pick up cold. Every decision, every follow-up, every recurring process. Written down, owned, dated. We are not running a business on memory.

4. Communicate Early and Honestly

Bad news early is useful. Bad news late is expensive. If a deadline is slipping, say it. If a stakeholder is unresponsive, flag it before it becomes a bigger problem. If you made a mistake, own it immediately.

5. Calm Is a Superpower

Founders move fast, priorities shift, and three stakeholders will need something at the same time. We need someone who stays calm, sequences the work, and keeps the systems steady while everything else moves. Drama does not help. Ownership does.

6. Make the Company Better

We are not hiring you to maintain broken systems. If a workflow is inefficient, a reporting cadence isn't working, or the same question keeps getting asked, speak up and help fix it.

What Success Looks Like

You are winning in this role if:

• Calendars and scheduling run smoothly across all stakeholders with no double-bookings or missed meetings
• Reporting cadences and SOP libraries are current, complete, and actually used
• Action items get tracked and closed instead of quietly dropped
• Tools and systems stay organized enough that anyone on the team can find what they need
• Reports go out on schedule without anyone reminding you
• Recurring questions turn into documented answers instead of repeated interruptions
• Nothing important is living only in a chat thread or someone's memory
• Leadership spends measurably less time on admin and routine decisions
• The business feels calmer, cleaner, and more repeatable because you are in the seat

Requirements

Required Qualifications

Please do not apply unless you meet these requirements.

• 3+ years of experience as an Operations Assistant, Administrative Coordinator, Office Coordinator, Executive Assistant, or similar operations support role
• Demonstrated experience supporting founders, executives, operations leaders, or multiple stakeholders in a fast-paced business environment — this must be demonstrable, not estimated
• Proven ownership of calendar management, scheduling, meeting coordination, reporting, SOP creation, process documentation, and operational follow-through
• Strong proficiency with Google Workspace (Docs, Sheets, Drive, Calendar, Gmail) and project management platforms such as ClickUp, Asana, Monday.com, Trello, Notion, or similar tools
• Experience managing recurring operational workflows, tracking action items, and ensuring deadlines are consistently met with minimal supervision
• Strong written and verbal English communication skills, with the ability to prepare professional documentation, meeting notes, reports, and stakeholder communications
• Highly organized with exceptional attention to detail and the ability to manage multiple priorities while maintaining accuracy in a fast-moving environment
• Demonstrated problem-solving skills, with the ability to identify inefficiencies, recommend improvements, and build scalable processes
• Comfortable creating and maintaining SOPs, workflow documentation, process maps, and knowledge bases
• Experience preparing reports, dashboards, or performance trackers using Google Sheets, Microsoft Excel, or similar reporting tools
• Must pass a written SOP/documentation exercise at 85%+
• Professional home office setup and reliable internet
• Willing to undergo the required training assessment as part of the recruitment process
• Must be available Monday–Friday, 9:00 AM–6:00 PM in PST, CST, or EST

Preferred Qualifications

These are not all required, but they are a big plus.

• Experience supporting franchise, multi-location, or multi-entity businesses
• Experience with U.S.-based founders, executives, or U.S.-based companies
• Experience working with EOS, Traction, or similar operating frameworks
• Experience building an SOP library or knowledge base from scratch
• Experience with meeting management — agendas, notes, action-item capture, and follow-up
• Experience improving a process, not just following one
• Conversational Spanish

Tools You May Use

You do not need to know all of these, but you need to be tech-comfortable and able to learn quickly.

• Google Workspace (Docs, Sheets, Drive, Calendar, Gmail)
• ClickUp, Asana, Monday.com, Trello, Notion, or similar project management platforms
• Microsoft Excel
• Slack, WhatsApp, or other internal messaging tools
• Zoom / Google Meet
• Loom or similar video/documentation tools
• Scheduling tools (Calendly or similar)

If learning a new tool stresses you out, this is probably not your seat.

Who This Role Is Perfect For

This role is perfect for someone who:

• Is bothered by an untracked action item in a way that will not let it go
• Would rather build the SOP than answer the same question a third time
• Gets satisfaction from a confirmed calendar, a clean board, and a closed loop
• Notices the recurring problem behind the one-off request
• Can juggle multiple stakeholders without letting accuracy slip
• Writes documentation clear enough that nobody has to ask a follow-up
• Chases a stalled follow-up without being asked twice
• Wants exposure to how real U.S. founders and operators run and scale

Who This Role Is NOT For

This role is not for someone who:

• Waits to be assigned tasks
• Keeps processes in their head instead of in a system
• Lets action items die quietly after the meeting ends
• Treats deadlines as rough targets
• Escalates every routine decision instead of handling it inside the guardrails
• Leaves documentation for later, which means never
• Needs a manager checking in hourly
• Writes sloppy English

This is an ownership seat. You will have systems and support, but you must bring organization, initiative, and follow-through.

Benefits

Schedule

Remote, supporting U.S.-based founders, operators, and integrators. Monday–Friday, 9:00 AM–6:00 PM (PST, CST, or EST). Your assigned time zone will be confirmed during the interview process.

Compensation

$1,250 USD/month for the first 90 days. $1,500 USD/month after.

Benefits:

• Better Role Matching — you are placed where you can actually perform and grow, not just fill a seat
• Real Upside — strong performers unlock raises, long-term stability, and future opportunities
• Work With U.S. Operators — direct exposure to franchise owners focused on growth and execution
• Real Ownership — your work directly impacts operations. Less bureaucracy, more responsibility from day one
• Multi-Location Exposure — work across multiple franchise locations and learn how scalable operations actually run