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 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. 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.

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. Tools and Systems Organization You will keep the operational backbone clean and current.

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