Freelance remote specialist to design, implement, and manage a ClickUp workspace and provide executive-level operations support across two businesses. Responsibilities include ClickUp architecture, calendar and inbox ownership, drafting communications, preparing meeting materials, translating strategy into task plans, documenting SOPs, and driving adoption and continuous improvement to protect and optimize the executive's time.
About the Client
A US-based hospitality group and medical aesthetics brand led by a dual-role executive (CEO and Head of Marketing/Branding). The organization is fast-paced and growth-focused, seeking to streamline operations and improve cross-team coordination. They prioritize proactive support, strong communication, and ClickUp-driven systems to execute marketing and operational initiatives.
Why does this role exist?
This role exists to architect, implement, and manage a robust ClickUp workspace while providing executive-level operational support across two businesses. The objective is to bring structure to priorities, translate calendars and promotional roadmaps into actionable plans, and ensure the executive’s time is protected and optimized. The hire will proactively anticipate needs, deliver daily clarity, and drive consistent execution through clear systems and SOPs.
The Impact you’ll make
ClickUp System Architecture and Administration
- Build and configure spaces, folders, lists, templates, custom fields, dashboards, and automations per executive specifications.
- Migrate/organize projects and tasks; maintain data integrity, permissions, and views for different stakeholders.
- Continuously QA, troubleshoot, and iterate; create how-to guides and quick SOPs to drive adoption.
Executive Calendar and Priority Operations
- Deliver a daily morning briefing with the top three priorities based on calendar and project roadmap.
- Own complex calendar management across both roles; schedule/reschedule, resolve conflicts, and optimize time blocks.
- Proactively block time for upcoming campaigns, events, and planning windows from the promotion calendar.
Email and Communications Management
- Monitor inbox, triage and follow up; draft and send emails on behalf of the executive when appropriate.
- Draft professional documents, memos, briefs, and stakeholder communications in clear business language.
- Maintain a polished, brand-aligned voice and handle communications discreetly.
Project Research and Preparation
- Research upcoming projects, vendors, and partners flagged in the calendar; prepare materials and meeting packets.
- Translate strategic discussions into ClickUp task plans with owners, due dates, and dependencies (and reflect in Motion as needed).
- Track deliverables and surface risks or blockers early.
SOP Development and Continuous Improvement
- Document SOPs across the hospitality and skin/laser businesses to systematize operations.
- Identify bottlenecks and propose improvements; turn brainstorming outcomes into actionable workflows.
- Partner with the executive to align processes with marketing and operational goals.
Skills, Knowledge and Expertise
Required:
- Experience in building/administering ClickUp for multi-team organizations (automations, dashboards, permissions, templates).
- Experience with executive assistant/operations support to founders or executives (calendar and inbox ownership).
- Proven SOP creation and process documentation experience.
- Excellent written and spoken English; strong business writing.
- Proficiency with Google Workspace and familiarity with Motion or similar task/calendar tools.
Your superpowers are...
- Technical: ClickUp architecture, automations, templates, dashboards, task dependencies, data hygiene; Google Workspace; Motion; light analytics/reporting.
- Soft: Proactive and anticipatory; strategic and detail-oriented; exceptional written and verbal communication; discretion/confidentiality; strong time management; problem-solving; stakeholder coordination.
WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
You should apply if...
- You thrive in founder-led, fast-moving environments and can switch between marketing and operations seamlessly.
- You take initiative, turn ambiguity into structure, and anticipate needs before they’re stated.
- You can translate promo calendars and strategy sessions into clear execution roadmaps.
- You’re comfortable representing an executive in writing and maintaining a professional, brand-aligned voice.
- You can reliably work US Central business hours.
What to expect...
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- 40 hours per week
- Monday–Friday, 9:00 AM–5:00 PM Central Time
Compensation:
- $7 per hour
- No benefits package included
Benefits
About
Magic has connected top remote talent with fast-growing businesses for over 10 years.Founded in San Francisco in 2015, we now have thousands of remote workers around the world. Magic is backed by Sequoia Capital and Y Combinator.
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