Operations and Administrative Assistant

Job Description

Title: Operations & Administrative Assistant Location: Global – Remote Department: Operations Job Description: Omniscient Digital is an organic growth agency that partners with ambitious B2B SaaS companies like SAP, Adobe, Loom, and Hotjar to turn SEO and content into growth engines. About this role We’re hiring an Operations & Administrative Assistant to keep our business running smoothly across operations, sales, and client delivery. You’ll be embedded in the systems that power our work and play a key role in making sure nothing slips through the cracks. You’ll handle core administrative tasks, help build repeatable processes, and support leadership as the business scales, while always looking for ways to make the organization more efficient with AI and automation. The role touches every part of the company, including marketing, sales, recruiting, and client success. This is a great opportunity for someone organized, proactive, loves tinkering with tools to find better ways of doing things, and early in their career who’s eager to grow. You’ll gain exposure to all sides of the business while developing the skills to take on bigger responsibilities over time. If you thrive on structure, love problem-solving, and want to be part of a fast-moving agency that values autonomy and ownership, read on. We require this role to overlap at least 4 hours with US Eastern Time and ideally have working hours of 9am to 5pm ET. Your responsibilities Your job as the Operations & Administrative Assistant will include, but won’t be limited to: Project Management & Operations Follow up on meetings and add tasks to our project management tool Monitor Asana for overdue tasks or blockers and flag the appropriate team member Follow up on incomplete time sheets from team members Build monthly time tracking reports for leadership to understand team capacity and hiring needs Build custom GPTs to enable client teams to streamline their work and research Build SOPs for repeatable administrative tasks Content & Editorial Support Use automations to generate content briefs with input from client teams Produce Clearscope reports Upload content into client content management systems like WordPress and Webflow Maintain and update client content brief templates, ensuring alignment with personas and roadmaps Sales & Marketing Support podcast publishing workflow Make updates to the company website Repurpose content using AI workflows and upload to social scheduling tool for approval Draft initial sales proposals using AI workflows and presentation templates Organize sales proposals and client files in Google Drive Recruitment & People Ops Perform initial applicant screening (reject clear “no’s” and rate promising profiles) Schedule candidate interviews using Ashby Support hiring for specialist roles by setting up Clay sourcing and Ashby sequences Enable tool access and automation for freelancers (Drive, Airtable, etc.) Who you are 2+ years of experience as an Executive Assistant or Operations Assistant in a remote setup You proactively communicate progress and challenges to keep stakeholders informed. You have outstanding written and verbal communication skills. You’re organized, proactive, and resourceful. You try to solve problems independently before asking for help. Willingness to learn and take on evolving responsibilities as the team scales Familiarity with tools like Asana, Airtable, Google Drive, Slack, Notion, 1Password, Calendly, and Fireflies.ai. Basic understanding of marketing is a strong plus. You’re meticulous. Whether it be a well-placed comma, a pixel-perfect design, or clear communication, you sweat the details. You seek feedback. You’re eager to learn new things to grow and improve your skills. You believe in punctuality. Deadlines are not optional for you. You’re an intellectually curious critical thinker. Time flies by as you find yourself researching interesting topics or finding creative ways to solve a problem. You’re process-oriented. You try to be as efficient as possible, usually by creating checklists and systems. You’re always looking for ways to improve a process. You make great decisions quickly. You have a bias toward action and learning on the fly. You don’t shy away from making the best decision at the moment, knowing that you can iterate and improve as you go. You’re adaptable. You’re flexible and agile. You realize that things change and often don’t work out perfectly, so you do what needs to be done and keep moving forward. You’re great at working independently. You’re comfortable setting and achieving your own goals and can communicate what you’re working on. You don’t need or want to be managed, and you don’t depend on stress or high-pressure environments to get shit done. You’re not an asshole. We spend a lot of our days engaging with team members and clients. There’s no room for assholes. You’re friendly, eager to jump in and take ownership, and love to work as a team to be successful. The application password is: OPS2025 Why you should work with us We’re here to help you do great work and grow personally and professionally. Remote flexibility: We’re a 100% remote company, so you can work from anywhere. Rapid skill development: Working with us means you’ll get more experience and develop your skills faster than you would at a large, slow-moving company. Opportunity for responsibility: We offer ample opportunities to take on more responsibility and make a significant impact. Coaching: We’ll coach you up toward becoming world-class at your function. Team trips: We take team trips each year to cities like Los Angeles, Boston, Austin, and Chicago to get some time together in person. Autonomy: We’ll provide you with the trust and space to problem solve and make the role your own. Ready to apply? Keep scrolling to submit your information. We’re excited to meet you! ___ We know the confidence gap and imposter syndrome ( yes, we have it, too ) can sometimes hold us back from applying for a job. But there’s no such thing as a “perfect” candidate. Omniscient Digital is a place where everyone can grow. So however you identify and whatever background you bring with you, please apply if the idea of this role excites you. Omniscient Digital is an equal opportunity employer. We ensure equal opportunity and all candidates are considered without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, physical or mental disability, veteran status, or any other legally protected characteristics. About Omniscient Digital Omniscient Digital is an organic growth agency that partners with ambitious B2B SaaS companies like SAP, Adobe, Loom, and Hotjar to turn SEO and content into growth engines. We pride ourselves on being lean, agile, and experimental. Our team thrives on R&D and innovation, always exploring the smartest ways to deliver exceptional results. We believe in a culture of building and shipping — whether it’s client deliverables, new services, or internal tools that keep us ahead of the game. If you’re looking for a role where you’ll tackle challenging problems, work with ambitious brands, and help shape the future of organic growth, let’s talk. Learn about the principles that drive how we work and build a company. By submitting your application, you agree that Omniscient Digital may collect your personal data for recruiting, global organization planning, and related purposes. Omniscient Digital’s Privacy Policy explains what personal information we may process, where we may process your personal information, our purposes for processing your personal information, and the rights you can exercise over Omniscient Digital’s use of your personal information. Title: Operations & Administrative Assistant Title: Location: Global – Remote Location: Department: Operations Department: Job Description: Job Description: Omniscient Digital is an organic growth agency that partners with ambitious B2B SaaS companies like SAP, Adobe, Loom, and Hotjar to turn SEO and content into growth engines. About this role We’re hiring an Operations & Administrative Assistant to keep our business running smoothly across operations, sales, and client delivery. You’ll be embedded in the systems that power our work and play a key role in making sure nothing slips through the cracks. You’ll handle core administrative tasks, help build repeatable processes, and support leadership as the business scales, while always looking for ways to make the organization more efficient with AI and automation. The role touches every part of the company, including marketing, sales, recruiting, and client success. This is a great opportunity for someone organized, proactive, loves tinkering with tools to find better ways of doing things, and early in their career who’s eager to grow. You’ll gain exposure to all sides of the business while developing the skills to take on bigger responsibilities over time. If you thrive on structure, love problem-solving, and want to be part of a fast-moving agency that values autonomy and ownership, read on. We require this role to overlap at least 4 hours with US Eastern Time and ideally have working hours of 9am to 5pm ET. We require this role to overlap at least 4 hours with US Eastern Time and ideally have working hours of 9am to 5pm ET. Your responsibilities Your job as the Operations & Administrative Assistant will include, but won’t be limited to: Project Management & Operations Project Management & Operations Follow up on meetings and add tasks to our project management tool Monitor Asana for overdue tasks or blockers and flag the appropriate team member Follow up on incomplete time sheets from team members Build monthly time tracking reports for leadership to understand team capacity and hiring needs Build custom GPTs to enable client teams to streamline their work and research Build SOPs for repeatable administrative tasks Follow up on meetings and add tasks to our project management tool Follow up on meetings and add tasks to our project management tool Monitor Asana for overdue tasks or blockers and flag the appropriate team member Monitor Asana for overdue tasks or blockers and flag the appropriate team member Follow up on incomplete time sheets from team members Follow up on incomplete time sheets from team members Build monthly time tracking reports for leadership to understand team capacity and hiring needs Build monthly time tracking reports for leadership to understand team capacity and hiring needs Build custom GPTs to enable client teams to streamline their work and research Build custom GPTs to enable client teams to streamline their work and research Build SOPs for repeatable administrative tasks Build SOPs for repeatable administrative tasks Content & Editorial Support Content & Editorial Support Use automations to generate content briefs with input from client teams Produce Clearscope reports Upload content into client content management systems like WordPress and Webflow Maintain and update client content brief templates, ensuring alignment with personas and roadmaps Use automations to generate content briefs with input from client teams Use automations to generate content briefs with input from client teams Produce Clearscope reports Produce Clearscope reports Upload content into client content management systems like WordPress and Webflow Upload content into client content management systems like WordPress and Webflow Maintain and update client content brief templates, ensuring alignment with personas and roadmaps Maintain and update client content brief templates, ensuring alignment with personas and roadmaps Sales & Marketing Sales & Marketing Support podcast publishing workflow Make updates to the company website Repurpose content using AI workflows and upload to social scheduling tool for approval Draft initial sales proposals using AI workflows and presentation templates Organize sales proposals and client files in Google Drive Support podcast publishing workflow Support podcast publishing workflow Make updates to the company website Make updates to the company website Repurpose content using AI workflows and upload to social scheduling tool for approval Repurpose content using AI workflows and upload to social scheduling tool for approval Draft initial sales proposals using AI workflows and presentation templates Draft initial sales proposals using AI workflows and presentation templates Organize sales proposals and client files in Google Drive Organize sales proposals and client files in Google Drive Recruitment & People Ops Recruitment & People Ops Perform initial applicant screening (reject clear “no’s” and rate promising profiles) Schedule candidate interviews using Ashby Support hiring for specialist roles by setting up Clay sourcing and Ashby sequences Enable tool access and automation for freelancers (Drive, Airtable, etc.) Perform initial applicant screening (reject clear “no’s” and rate promising profiles) Perform initial applicant screening (reject clear “no’s” and rate promising profiles) Schedule candidate interviews using Ashby Schedule candidate interviews using Ashby Support hiring for specialist roles by setting up Clay sourcing and Ashby sequences Support hiring for specialist roles by setting up Clay sourcing and Ashby sequences Enable tool access and automation for freelancers (Drive, Airtable, etc.) Enable tool access and automation for freelancers (Drive, Airtable, etc.) Who you are 2+ years of experience as an Executive Assistant or Operations Assistant in a remote setup You proactively communicate progress and challenges to keep stakeholders informed. You have outstanding written and verbal communication skills. You’re organized, proactive, and resourceful. You try to solve problems independently before asking for help. Willingness to learn and take on evolving responsibilities as the team scales Familiarity with tools like Asana, Airtable, Google Drive, Slack, Notion, 1Password, Calendly, and Fireflies.ai. Basic understanding of marketing is a strong plus. You’re meticulous. Whether it be a well-placed comma, a pixel-perfect design, or clear communication, you sweat the details. You seek feedback. You’re eager to learn new things to grow and improve your skills. You believe in punctuality. Deadlines are not optional for you. You’re an intellectually curious critical thinker. Time flies by as you find yourself researching interesting topics or finding creative ways to solve a problem. You’re process-oriented. You try to be as efficient as possible, usually by creating checklists and systems. You’re always looking for ways to improve a process. You make great decisions quickly. You have a bias toward action and learning on the fly. You don’t shy away from making the best decision at the moment, knowing that you can iterate and improve as you go. You’re adaptable. You’re flexible and agile. You realize that things change and often don’t work out perfectly, so you do what needs to be done and keep moving forward. You’re great at working independently. You’re comfortable setting and achieving your own goals and can communicate what you’re working on. You don’t need or want to be managed, and you don’t depend on stress or high-pressure environments to get shit done. You’re not an asshole. We spend a lot of our days engaging with team members and clients. There’s no room for assholes. You’re friendly, eager to jump in and take ownership, and love to work as a team to be successful. The application password is: OPS2025 2+ years of experience as an Executive Assistant or Operations Assistant in a remote setup 2+ years of experience as an Executive Assistant or Operations Assistant in a remote setup You proactively communicate progress and challenges to keep stakeholders informed. You proactively communicate progress and challenges to keep stakeholders informed. You have outstanding written and verbal communication skills. You have outstanding written and verbal communication skills. You’re organized, proactive, and resourceful. You’re organized, proactive, and resourceful. You try to solve problems independently before asking for help. You try to solve problems independently before asking for help. Willingness to learn and take on evolving responsibilities as the team scales Willingness to learn and take on evolving responsibilities as the team scales Familiarity with tools like Asana, Airtable, Google Drive, Slack, Notion, 1Password, Calendly, and Fireflies.ai. Familiarity with tools like Asana, Airtable, Google Drive, Slack, Notion, 1Password, Calendly, and Fireflies.ai. Basic understanding of marketing is a strong plus. Basic understanding of marketing is a strong plus. You’re meticulous. Whether it be a well-placed comma, a pixel-perfect design, or clear communication, you sweat the details. You’re meticulous. Whether it be a well-placed comma, a pixel-perfect design, or clear communication, you sweat the details. You seek feedback. You’re eager to learn new things to grow and improve your skills. You seek feedback. You’re eager to learn new things to grow and improve your skills. You believe in punctuality. Deadlines are not optional for you. You believe in punctuality. Deadlines are not optional for you. You’re an intellectually curious critical thinker. Time flies by as you find yourself researching interesting topics or finding creative ways to solve a problem. You’re an intellectually curious critical thinker. Time flies by as you find yourself researching interesting topics or finding creative ways to solve a problem. You’re process-oriented. You try to be as efficient as possible, usually by creating checklists and systems. You’re always looking for ways to improve a process. You’re process-oriented. You try to be as efficient as possible, usually by creating checklists and systems. You’re always looking for ways to improve a process. You make great decisions quickly. You have a bias toward action and learning on the fly. You don’t shy away from making the best decision at the moment, knowing that you can iterate and improve as you go. You make great decisions quickly. You have a bias toward action and learning on the fly. You don’t shy away from making the best decision at the moment, knowing that you can iterate and improve as you go. You’re adaptable. You’re flexible and agile. You realize that things change and often don’t work out perfectly, so you do what needs to be done and keep moving forward. You’re adaptable. You’re flexible and agile. You realize that things change and often don’t work out perfectly, so you do what needs to be done and keep moving forward. You’re great at working independently. You’re comfortable setting and achieving your own goals and can communicate what you’re working on. You don’t need or want to be managed, and you don’t depend on stress or high-pressure environments to get shit done. You’re great at working independently. You’re comfortable setting and achieving your own goals and can communicate what you’re working on. You don’t need or want to be managed, and you don’t depend on stress or high-pressure environments to get shit done. You’re not an asshole. We spend a lot of our days engaging with team members and clients. There’s no room for assholes. You’re friendly, eager to jump in and take ownership, and love to work as a team to be successful. You’re not an asshole. We spend a lot of our days engaging with team members and clients. There’s no room for assholes. You’re friendly, eager to jump in and take ownership, and love to work as a team to be successful. The application password is: OPS2025 The application password is: OPS2025 Why you should work with us We’re here to help you do great work and grow personally and professionally. Remote flexibility: We’re a 100% remote company, so you can work from anywhere. Rapid skill development: Working with us means you’ll get more experience and develop your skills faster than you would at a large, slow-moving company. Opportunity for responsibility: We offer ample opportunities to take on more responsibility and make a significant impact. Coaching: We’ll coach you up toward becoming world-class at your function. Team trips: We take team trips each year to cities like Los Angeles, Boston, Austin, and Chicago to get some time together in person. Autonomy: We’ll provide you with the trust and space to problem solve and make the role your own. Remote flexibility: We’re a 100% remote company, so you can work from anywhere. Remote flexibility: We’re a 100% remote company, so you can work from anywhere. Remote flexibility: Rapid skill development: Working with us means you’ll get more experience and develop your skills faster than you would at a large, slow-moving company. Rapid skill development: Working with us means you’ll get more experience and develop your skills faster than you would at a large, slow-moving company. Rapid skill development: Opportunity for responsibility: We offer ample opportunities to take on more responsibility and make a significant impact. Opportunity for responsibility: We offer ample opportunities to take on more responsibility and make a significant impact. Opportunity for responsibility: Coaching: We’ll coach you up toward becoming world-class at your function. Coaching: We’ll coach you up toward becoming world-class at your function. Coaching: Team trips: We take team trips each year to cities like Los Angeles, Boston, Austin, and Chicago to get some time together in person. Team trips: We take team trips each year to cities like Los Angeles, Boston, Austin, and Chicago to get some time together in person. Team trips: Autonomy: We’ll provide you with the trust and space to problem solve and make the role your own. Autonomy: We’ll provide you with the trust and space to problem solve and make the role your own. Autonomy: Ready to apply? Ready to apply? Keep scrolling to submit your information. We’re excited to meet you! ___ We know the confidence gap and imposter syndrome ( yes, we have it, too ) can sometimes hold us back from applying for a job. But there’s no such thing as a “perfect” candidate. Omniscient Digital is a place where everyone can grow. So however you identify and whatever background you bring with you, please apply if the idea of this role excites you. We know the confidence gap confidence gap and imposter syndrome ( yes, we have it, too yes, we have it, too ) can sometimes hold us back from applying for a job. But there’s no such thing as a “perfect” candidate. Omniscient Digital is a place where everyone can grow. So however you identify and whatever background you bring with you, please apply if the idea of this role excites you. Omniscient Digital is an equal opportunity employer. We ensure equal opportunity and all candidates are considered without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, physical or mental disability, veteran status, or any other legally protected characteristics. About Omniscient Digital About Omniscient Digital Omniscient Digital is an organic growth agency that partners with ambitious B2B SaaS companies like SAP, Adobe, Loom, and Hotjar to turn SEO and content into growth engines. We pride ourselves on being lean, agile, and experimental. Our team thrives on R&D and innovation, always exploring the smartest ways to deliver exceptional results. We believe in a culture of building and shipping — whether it’s client deliverables, new services, or internal tools that keep us ahead of the game. If you’re looking for a role where you’ll tackle challenging problems, work with ambitious brands, and help shape the future of organic growth, let’s talk. Learn about the principles that drive how we work and build a company. principles By submitting your application, you agree that Omniscient Digital may collect your personal data for recruiting, global organization planning, and related purposes. Omniscient Digital’s Privacy Policy explains what personal information we may process, where we may process your personal information, our purposes for processing your personal information, and the rights you can exercise over Omniscient Digital’s use of your personal information. By submitting your application, you agree that Omniscient Digital may collect your personal data for recruiting, global organization planning, and related purposes. Omniscient Digital’s Privacy Policy explains what personal information we may process, where we may process your personal information, our purposes for processing your personal information, and the rights you can exercise over Omniscient Digital’s use of your personal information.