Personal Assistant & Data Manager

Personal Assistant & Data Manager
Remote | Full-Time | 9AM–6PM CST (1-hour break)

About the Role

We are hiring a Growth & Operations Assistant to serve as the internal control tower of our company.

Company Structure

Founder
V
Growth & Operations Assistant (You)
V
Sales Team + Dispatch Team


Tech Stack (Required Experience)

You will work daily inside:
• Gmail
• Google Sheets
• ClickUp
• Slack
• Text Messaging (SMS platforms)
• Phone Calls (professional communication required)
• ---------- CRM (Preferred)

You must be comfortable managing multiple systems at once.
Primary Responsibilities
1. Sales Support & Growth Control

• Monitor inbound leads
• Track sales pipeline
• Identify follow-up gaps
• Confirm contracts are signed
• Confirm payment is collected
• Log client data into CRM
• Track sales productivity (calls, closes, follow-ups)
• Manage referral and affiliate tracking
Outcome: No lost leads. No incomplete onboarding. No ghost accounts.

2. Client Onboarding & Transition
• Verify documentation
• Confirm setup requirements
• log onboarding checklist in ClickUp
• Notify Dispatch when the client is ready
• Ensure smooth hand-off from Sales to Dispatch
Outcome: Dispatch only receives fully prepared clients.

3. Dispatch Insight
• Track weekly load counts
• Track revenue per client
• Identify churn risks early
• Mark and resolve client issues
Outcome: Full revenue visibility at all times.

4. KPI Reporting & Data Management
• Track team performance metrics
• Organize operational data
• Send structured daily reports to the Founder
• Highlight risks before they become losses
Outcome: Leadership sees numbers clearly and acts quickly.

Daily Workflow
Morning (Start of Shift)

Send a structured “Good Morning” report including:
Previous Day Data
• Sales performance numbers, & Important sales messages
• Call volume (with timestamps)
• Dispatch performance + yesterday hours
• if any Client updates

Today’s Calendar (Step-by-Step with Times & Locations)
Example:
• 1:00 PM CST – Ian Call (Cell)
• 2:30 PM – Roman Callback (Cell)
• 3:00 PM CST – Allan (Google Meeting)
• 4:00 PM – Haircut (Smitty’s)
• 6:00 PM – Dinner with Riley (Mother’s Tavern)

Post the previous-day numbers in Slack to the Sales Team.

Midday

• Monitor sales volume and send encouragement in Slack
• Send 50 SMS and 50 Emails to leads
• Respond to incoming messages
• Monitor onboarding progress
• Follow up on open tasks

End of Day

• 3:30 PM CST / 4:30 PM EST – Post daily sales stats in Slack
• Update ClickUp / Google Sheets (Clients, Sales, Dispatch)
• Send KPI, volume, and hour report to Founder
• Flag risks, bottlenecks, alerts
• Confirm next-day priorities

Success Metrics

• Zero unlogged clients
• Zero missed follow-ups
• Accurate revenue tracking
• Reduced churn
• Faster onboarding time
• Clean, consistent daily reporting

Ideal Candidate

• Extremely organized
• Detail-oriented
• Process-driven
• Comfortable managing multiple tools
• Strong written and verbal communication
• Professional on phone and text
• Proactive and consistent


To apply, include:

• Resume
- an introduction video of you
• Tools you have used before
• Confirmation you can work 9AM–6PM CST
• Example of a daily operations report you’ve created