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