About the role

We're a small, fast-moving US-based team looking for the person who makes sure things actually get done. You'll support our leadership across operations, content, documents and our CRM — taking a request, figuring out every step it needs, and driving it to the finish line.

You won't know every tool on day one, and that's fine. What matters is that you learn fast, ask good questions, and own the outcome without needing step-by-step direction.

What you'll do

Own operational workflows end to end

• Turn a request or a set of inputs into a clear plan, coordinate the people and tools involved, and see it through to delivery.

• Track details, deadlines and handoffs so nothing stalls between steps.

• Spot gaps early, research how to solve them, and propose a practical fix.

• Build simple checklists and processes that make recurring work reliable.

Run our podcast operations

• Coordinate guests: scheduling, calendar invites and recording links.

• Hand raw files to our editing vendor and make sure they have everything they need.

• Review the edited episode, then publish it with titles, show notes and artwork.

• Confirm each episode is live on Spotify, Apple Podcasts and other platforms. Done means published, not handed off.

Manage documents and signatures

• Prepare documents and run signature workflows in DocuSign.

• Know when a request needs a new template instead of reusing one that doesn't fit.

• Keep records accurate and close out pending items.

Keep our CRM in shape

• Keep HubSpot organized and up to date.

• Support client and prospect follow-up as our commercial processes grow.

Work smarter with AI

• Use tools like Claude or Gemini to research, draft and organize work faster.

• Check every AI output for accuracy, tone and fit before it goes anywhere. You own the result, not the tool.

What we're looking for

• 3+ years in executive support, operations or project coordination, ideally at a startup or small company where you wore many hats.

• A track record of owning outcomes, not just tasks.

• Excellent organization: you manage several moving pieces without dropping details.

• Confidence learning new software and processes on your own.

• Good judgment on when to act, when to double-check and when to escalate.

• Clear, professional written and spoken English.

• Experience working remotely with a team in another time zone.

Nice to have: HubSpot, DocuSign, podcast or content operations, or vendor coordination experience. We care more about how you learn and execute than about a specific degree.