Job Description

Project Operations Assistant 
Reports To : VP of Operations and Strategist
Status : Full-Time
Location : Remote 
Industry : Marketing Agency (Healthcare Focused)

About the Role

A fast-growing marketing consultancy is seeking a highly organized, detail-oriented Project Operations Assistant to support a team of senior strategists and help maintain high levels of operational excellence.

This role is critical for driving task management, ensuring follow-through on action items, maintaining project visibility, and supporting seamless client communications. You’ll serve as a right hand to senior team members — tracking next steps from client calls, updating the project management system (ClickUp), and following up on timelines and deliverables.

The ideal candidate thrives in a fast-paced environment, excels at task organization, communicates with clarity, and takes pride in supporting a high-performing team.

Responsibilities

• Provide direct daily support to senior strategists and the VP of Operations.

• Own task tracking, follow-ups, and accountability across multiple client projects using ClickUp (or similar PM tool).

• Proactively review and maintain project timelines, task statuses, and surface blockers or urgent needs.

• Monitor AI-generated transcripts from client calls to identify new tasks and updates.

• Prepare executive-level updates, prioritization lists, and internal progress summaries.

• Communicate clearly with clients—sending timely updates, action items, and confirmations.

• Support and occasionally lead internal meetings to drive projects forward.

• Escalate blockers and manage task dependencies effectively.

• Maintain clear documentation and ensure project alignment across team members.

• Collaborate with the Senior Project Manager and broader team to reinforce accountability.

• Suggest improvements to task workflows, communication rhythms, and documentation standards.

What You Bring to the Table

Must-Haves:

• 2+ years of experience in a coordination, assistant, or project support role.

• Exceptional attention to detail and a strong sense of follow-through.

• Ability to manage and prioritize a high volume of tasks in a dynamic, deadline-driven environment.

• Excellent written and verbal English communication skills.

• Comfortable using Slack and email to engage with clients and team members.

• Experience interpreting client call notes or transcripts and pulling relevant action items.

• Hands-on experience with project management tools like ClickUp, Asana, or Monday.com.

• Proactive, accountable, and highly organized — you anticipate needs without being told.

• Passion for structure, clarity, and bringing order to chaos.

Nice-to-Haves:

• ClickUp experience preferred.

• Marketing agency experience (especially in healthcare).

• Familiarity with Google Workspace and Slack.

• Experience supporting executive-level stakeholders.

Compensation & Benefits

• Contract-based compensation

• All required tools and software provided

• Fully remote, work-from-anywhere flexibility

• Collaborative, high-performance team environment

• Opportunities for growth in a structured and people-first organization

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