Operations Assistant at Wolf IQ

Mission: Support Wolf IQ’s growth by streamlining operations, managing systems, and ensuring smooth team and client communication.
Culture: High-performance, customer-centric, data-driven, and collaborative.
Location: Remote, with a preference for candidates familiar with the Australian and New Zealand markets
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Role Overview
We are seeking a dedicated, highly organized, and proactive Operations Assistant to support our leadership team across business operations, CRM management, team coordination, and personal lifestyle management.

This role is ideal for a master multitasker who can seamlessly shift from technical corporate coordination to family logistics and personal errands. The ideal candidate is detail-oriented, highly dependable, and capable of maintaining absolute discretion while managing the day-to-day life of company leadership.
Start Date: Ideally immediately (or within 2 weeks)
Rate: $7/hour for 40 hours per week
Timezone: Monday to Friday, AEST
Location: Remote (Preference for candidates familiar with the Australian and New Zealand markets)


Key Responsibilities
1. Sales Operations & CRM Management
- HubSpot Setup & Maintenance: Review incoming sales handovers; accurately create or update deal records in HubSpot (including Deal Name, Amount, Deal Type, Source, Product Line, and Project Type).
- Contact Association: Ensure all deals are accurately associated with the correct companies and primary contact records to automate communication tracking.
- AI-Assisted Deal Notes: Utilize AI tools to gather context from transcripts/emails and generate structured HubSpot deal notes and specific database fields.
- Pipeline Hygiene: Keep the HubSpot pipeline updated by moving won deals to "Closed Won" (with brief, descriptive reasons) or shifting cold leads to "Nurture" or "Closed Lost" statuses.

2. Inbox, Simple Emails & Calendar Management
- Inbox Gatekeeping: Organize, tag, and clean up executive and company inboxes for rapid action.
- Correspondence: Draft simple emails, manage routine correspondence, and flag high-priority items.
- Calendar Coordination: Manage and schedule business and personal appointments, including booking, rescheduling, and coordinating across time zones.

3. Personal, Family & Lifestyle Support
- Personal Errand Coordination: Handle personal tasks such as sourcing items, managing personal subscriptions, online shopping/orders, and tracking deliveries.
- Family & Household Logistics: Coordinate family needs, including tracking birthdays/milestones, arranging house cleaning, and managing household maintenance or issue resolutions.
- Travel Coordination: Book and coordinate comprehensive travel arrangements (flights, hotels, ground transportation, and itineraries) for both business trips and family travel.

4. Team Communications & Administrative Support
- Internal Comms: Act as a central hub for team communications, ensuring smooth collaboration across departments.
- Recruiting Coordination: Schedule and coordinate hiring interviews, communicate with candidates, and manage hiring tasks.
- Vendor Management: Assist in coordinating household and business vendors as needed.

Requirements
- Experience: At least 2+ years of experience as an Executive Assistant, Personal Assistant, or Virtual Assistant handling a mix of business and lifestyle tasks.
- CRM & Tech Stack Proficiency: Familiarity with Google Workspace, communication platforms (Slack, WhatsApp), scheduling tools, and CRM databases (HubSpot experience is highly preferred).
- Organizational Excellence: Exceptional time-management skills with the ability to prioritize personal/family requests alongside business deadlines.
- Communication & Discretion: Flawless written and verbal communication skills; high level of discretion, trustworthiness, and professionalism when handling personal family data and executive communications.
- Adaptability: Ability to work independently, take initiative, and problem-solve with minimal supervision. Fast learner who can adapt quickly to specific business tools and playbooks.

Application Instructions
To confirm you've read the entire job description, please respond with the subject line:
"Ready For Wolf IQ - [Favorite Color]" (e.g., "Ready for Wolf IQ - Pink").
Be sure to include the following links in your application:
1. Resume
2. Photo of your work area