Job Overview

Our client is looking for a high-performance Operations Manager, who could function at an operational role and also as a high caliber Executive Assistant. This role is ownership-based, not task-based; the successful candidate will be responsible for running internal operations, managing client and agent experiences, tracking business metrics, and building AI-powered systems for growth. The core mission is to act as a force multiplier for leadership by protecting executive time, removing friction across the business, and leveraging AI tools to drive efficiency.

Schedule

• Monday - Thursday, 1:00 PM - 10:00 PM EST, and Friday - Saturday, 1:00 PM - 5:00 PM EST (44 work hours per week)

Responsibilities

Executive Operations & Gatekeeping

• Act as the filter for all incoming communication, requests, and priorities
• Manage calendar with a focus on protecting time and maximizing impact
• Prepare daily briefings, summaries, and action items using the Issue – Options – Recommendation format
• Ensure leadership only handles high-value decisions

Client Relations & Experience

• Own the client journey from write-up to policy completion
• Conduct meetings and data collection
• Track all client cases and follow-ups
• Liaise with carriers to ensure smooth processing
• Deliver a high-touch, professional client experience

Agent Onboarding & Licensing Pipeline

• Manage and track agent licensing progress end-to-end
• Work alongside the Business Development Support Team for all licensing needs
• Support agents through exam prep
• Monitor progress, bottlenecks, and completion timelines

Metrics, Reporting & Performance Tracking

• Track key metrics regarding recruiting, licensing, client pipeline, and production
• Build dashboards (Notion / Sheets / CRM)
• Deliver clear summaries, insights, and recommendations

AI Systems & Lead Generation

• Use AI tools to generate leads, automate outreach, and manage follow-ups
• Help build AI prospecting systems, appointment booking workflows, and content automation systems
• Maintain AI proficiency as a non-negotiable aspect of the role

Marketing & Social Media Support

• Assist in managing social media presence
• Support content creation using AI
• Track engagement and lead flow

Task Management & Prioritization

• Maintain a master task tracker
• Prioritize based on deadline, impact, and time dependency
• Identify top three priorities daily

Proactive Operations & Problem Solving

• Identify problems, generate options, and recommend solutions before bringing an issue to leadership

Requirements

• 5 years of high operational execution experience in an advertising or marketing company with at least 2 years of executive assistant experience or very willing to do so
• AI-savvy with proficiency in ChatGPT, Claude, automation tools, and outreach systems
• Strong proficiency in Google Workspace, Notion, CRM systems, and Canva
• Highly organized, structured, and a strong communicator
• Extreme ownership mindset
• Proactive thinking (2–3 steps ahead)
• Ability to prioritize independently
• High reliability and calm under pressure
• Professionalism on camera with clients and team members (clear communication and strong presence)
• Ability to summarize information quickly and track multiple workflows simultaneously

Independent Contractor Perks

• Health Insurance Coverage for eligible locations
• Permanent work from home
• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.