Founder Operations Assistant

Boogie Team is looking for a proactive highly organized Founder Operations Assistant to help keep the day-to-day operations of a growing business running smoothly.

You will serve as a key coordination point between the Founder virtual assistants clients and internal systems. Your role is to make sure tasks move forward records stay accurate follow-ups happen on time and important details do not fall through the cracks.

This is more than traditional administrative or calendar support. You will help coordinate staff operations client communication billing follow-ups onboarding documentation and internal workflows so the Founder can stay focused on growth and higher-level decisions.

Staff & VA Coordination

• Coordinate onboarding and system access for new VAs including projects tools and communication channels.
• Maintain accurate staff records assignments rates weekly limits agreements and other important documentation.
• Process approved operational changes such as project moves schedule updates pauses and offboarding.
• Track incomplete onboarding requirements agreements forms and missing information.
• Maintain important staff dates such as birthdays and work anniversaries.
• Identify staffing gaps capacity concerns or operational issues and escalate them when needed.

Client & Billing Support

• Maintain accurate client records contacts project information and billing details.
• Coordinate meetings and follow up on client and internal action items.
• Respond to routine client inquiries and escalate sensitive or high-priority concerns.
• Prepare and send approved invoices and maintain invoice tracking records.
• Monitor payments overdue balances and follow-up status.
• Send approved payment reminders and flag unresolved balances to the Founder.

Founder & Business Support

• Turn Founder requests into clear tasks owners priorities and deadlines.
• Follow up with team members until assigned tasks are completed.
• Support scheduling reminders meeting notes and action-item tracking.
• Maintain simple staff client billing and operational trackers.
• Document recurring processes and help improve internal workflows.
• Identify potential problems early and bring practical recommendations rather than waiting for direction.

The Founder will retain final approval for hiring termination compensation or rate changes client pricing contract changes sensitive staff matters major client issues and financial commitments.

The Founder Operations Assistant will be responsible for coordinating the tasks documentation communication and follow-up surrounding these decisions.

• Strong organizational skills with excellent attention to detail and follow-through.
• Professional written and verbal English communication skills.
• Experience supporting founders executives operations teams or remote businesses.
• Comfortable coordinating virtual assistants clients and multiple priorities simultaneously.
• Proactive and able to identify missing information delays or potential issues without repeated reminders.
• Experience using Google Workspace spreadsheets task management platforms CRMs invoicing tools and Slack or similar communication tools.
• Able to handle confidential staff client and financial information with professionalism and discretion.

• Previous experience in operations coordination executive assistance staffing recruitment or virtual assistant management.
• Experience supporting a remote staffing agency service-based business or distributed team.
• Familiarity with onboarding/offboarding processes invoice tracking and client account management.
• Experience creating SOPs trackers and simple operational systems.

Staff and client information stays accurate and current. New hires and operational changes are handled smoothly. Important follow-ups happen without the Founder needing to chase them. Invoices and outstanding payments are tracked consistently. Clients and VAs receive timely communication and the Founder always has clear visibility into what is complete what is pending and what requires a decision.