Job Highlights

• Contract Type: Independent Contractor
• Work Hours: Monday to Friday, 9:00am – 5:00pm CST

About the Role
We are seeking a highly experienced Operations Project Specialist to work directly with senior leadership. This role sits at the heart of project execution and operational oversight, leading initiatives, coordinating teams, and ensuring projects move seamlessly from planning to delivery. This is not a calendar-only administrative role; it is a strategic execution position requiring leadership, operational insight, and a proactive approach to problem-solving.

Key Responsibilities

Project and Program Leadership

• Lead and track projects across programs, initiatives, and client delivery using ClickUp
• Translate leadership discussions, voice notes, and meeting outputs into actionable task plans with owners, timelines, and deliverables
• Ensure accountability across teams for task completion, deadlines, and project follow-through
• Track milestones and dependencies for sprints, compliance projects, and advisory programs
• Maintain accurate project boards and execution dashboards to give leadership full visibility

Operational Process and SOP Development

• Build, implement, and maintain SOPs, playbooks, and workflow documentation
• Translate workflows into repeatable checklists, process maps, and templates for recurring operations
• Update documentation as programs evolve and new services launch
• Create templates for client onboarding, project delivery, and follow-up processes

Meeting Execution and Coordination

• Attend executive, program, and select client meetings as needed
• Capture structured notes, decisions, and action items, and ensure they are updated in ClickUp
• Track open items, coordinate task handoffs, and clarify ownership to prevent execution gaps
• Prepare meeting summaries and execution recaps for internal teams
• Serve as the central coordination point between leadership, attorneys, consultants, sales, and operations

Reporting and Execution Visibility

• Prepare weekly execution summaries covering priorities, progress, risks, and upcoming deadlines
• Monitor workload, delivery throughput, and capacity across programs
• Flag risks, bottlenecks, and missed deadlines early
• Maintain trackers and dashboards in ClickUp and Google Sheets for leadership insight

Requirements

• 5–10+ years’ experience as Executive Assistant, Operations VA, Project Coordinator, or Project Manager supporting senior leadership
• Strong background in execution management, workflow design, and documentation
• Proven ability to manage multiple complex workstreams independently
• Advanced proficiency in ClickUp and Google Workspace
• Experience building SOPs, templates, and operational documentation
• Exceptional written communication and structured note-taking ability
• Highly organized, disciplined, and proactive in fast-moving environments
• Comfortable handling sensitive information and operating with discretion

Nice to Have

• Experience in legal, healthcare, consulting, or regulated industries
• Familiarity with EOS environments and leadership cadences
• Experience supporting client program delivery or professional services teams

Benefits

• Health Insurance Coverage
• Permanent Work from Home
• Immediate Hiring
• Steady Freelance Job

Note: Candidates must provide their own computer and internet connection and handle their own benefits and taxes. Hourly rates depend on performance during the application process.

Job ID: 46041180852