Operations Associate

We are hiring an Operations Associate for a hybrid role that combines company-wide operational coordination with executive and personal-assistant support for the business owner. The ideal candidate is someone who thrives on creating clarity out of complexity, who can confidently manage moving parts across departments, build operational systems to keep things on track, and provide day-to-day support that saves leadership time rather than adding to their plate. This role is uniquely weighted toward executive + personal support, household/family logistics, and light multi-business bookkeeping. Ideal for someone who anticipates needs, builds operational systems, and is discreet with combined business and personal information.

Key Responsibilities

• Track active jobs across Sales, Install, Purchasing, and Service departments

• Build and maintain a centralized dashboard for job details, schedules, and priorities

• Monitor install timelines, technician travel, purchase orders, and inventory needs

• Coordinate with vendors for product status updates and delivery timelines

• Follow up with customers on past-due payments and outstanding balances

• Track and summarize recurring service issues for leadership review

• Triage customer emails on service or product questions; escalate when needed

• Manage the executive's inbox: flag urgent messages, draft responses, ensure follow-through

• Oversee calendar scheduling, meeting coordination, and travel arrangements

• Handle household and family logistics (appointments, reminders, errand coordination)

• Proactively organize tasks by urgency, impact, and priority

• Provide regular reminders to the executive of top priorities and unresolved issues

• Track and reconcile bank accounts across multiple businesses and personal finances

• Monitor and organize sales tax documentation and filings

• Support general financial organization for accounting and tax prep

Required Qualifications

• Proven experience in operations coordination, project management, or executive assistance (3+ years)

• Excellent organizational skills; loves building systems, templates, dashboards

• High level of independence; takes initiative without hand-holding

• Tech-savvy with project management tools, Google Workspace, spreadsheets

• Clear written and verbal communicator with a service mindset

• Discreet and trustworthy with confidential business and personal information

• Familiarity with light bookkeeping (bank reconciliation, expense tracking, transaction categorization)

• Comfortable juggling priorities in a fast-paced, growing business

• Fully fluent in English

• Ability to commit long-term and full-time

Preferred Qualifications

• Experience working with field service, construction, or product-based businesses

• Familiarity with customer service platforms, inventory tracking, or light CRM

• A knack for anticipating needs and seeing around corners

Tools & Technologies

• Airtable, Notion, ClickUp, Asana, Google Workspace, Microsoft Office, Slack, Zoom, QuickBooks, Calendly

Core Competencies

• Anticipates needs before they're voiced

• Comfortable with intermingled business + personal scope

• Highly discreet with sensitive information

• Strong systems-builder

• Service-minded and proactive

What We Offer

• Best salaries in the industry

• Work from anywhere permanently

• Opportunities for growth and advancement

• A fast-paced and collaborative environment

• A warm, people-first company culture

• Get paid in your currency of choice

• Full benefits

This is a full-time, long-term role, dedicated exclusively to one of our clients. All roles at Persona are 100% work-from-anywhere. Once hired, we will carefully match you to a client company that best suits your career background, skills, and goals.