Founder Operations Assistant

About the Role

Boogie Team is looking for a proactive, highly organized Founder Operations Assistant to help keep the day-to-day operations of a growing business running smoothly.

You will serve as a key coordination point between the Founder, virtual assistants, clients, and internal systems. Your role is to make sure tasks move forward, records stay accurate, follow-ups happen on time, and important details do not fall through the cracks.

This is more than traditional administrative or calendar support. You will help coordinate staff operations, client communication, billing follow-ups, onboarding, documentation, and internal workflows so the Founder can stay focused on growth and higher-level decisions.

Key Responsibilities

Staff & VA Coordination

• Coordinate onboarding and system access for new VAs, including projects, tools, and communication channels.
• Maintain accurate staff records, assignments, rates, weekly limits, agreements, and other important documentation.
• Process approved operational changes such as project moves, schedule updates, pauses, and offboarding.
• Track incomplete onboarding requirements, agreements, forms, and missing information.
• Maintain important staff dates such as birthdays and work anniversaries.
• Identify staffing gaps, capacity concerns, or operational issues and escalate them when needed.

Client & Billing Support

• Maintain accurate client records, contacts, project information, and billing details.
• Coordinate meetings and follow up on client and internal action items.
• Respond to routine client inquiries and escalate sensitive or high-priority concerns.
• Prepare and send approved invoices and maintain invoice tracking records.
• Monitor payments, overdue balances, and follow-up status.
• Send approved payment reminders and flag unresolved balances to the Founder.

Founder & Business Support

• Turn Founder requests into clear tasks, owners, priorities, and deadlines.
• Follow up with team members until assigned tasks are completed.
• Support scheduling, reminders, meeting notes, and action-item tracking.
• Maintain simple staff, client, billing, and operational trackers.
• Document recurring processes and help improve internal workflows.
• Identify potential problems early and bring practical recommendations rather than waiting for direction.

Decision-Making & Escalation

The Founder will retain final approval for hiring, termination, compensation or rate changes, client pricing, contract changes, sensitive staff matters, major client issues, and financial commitments.

The Founder Operations Assistant will be responsible for coordinating the tasks, documentation, communication, and follow-up surrounding these decisions.

Requirements

• Strong organizational skills with excellent attention to detail and follow-through.
• Professional written and verbal English communication skills.
• Experience supporting founders, executives, operations teams, or remote businesses.
• Comfortable coordinating virtual assistants, clients, and multiple priorities simultaneously.
• Proactive and able to identify missing information, delays, or potential issues without repeated reminders.
• Experience using Google Workspace, spreadsheets, task management platforms, CRMs, invoicing tools, and Slack or similar communication tools.
• Able to handle confidential staff, client, and financial information with professionalism and discretion.

Preferred Qualifications

• Previous experience in operations coordination, executive assistance, staffing, recruitment, or virtual assistant management.
• Experience supporting a remote staffing agency, service-based business, or distributed team.
• Familiarity with onboarding/offboarding processes, invoice tracking, and client account management.
• Experience creating SOPs, trackers, and simple operational systems.

What Success Looks Like

Staff and client information stays accurate and current. New hires and operational changes are handled smoothly. Important follow-ups happen without the Founder needing to chase them. Invoices and outstanding payments are tracked consistently. Clients and VAs receive timely communication, and the Founder always has clear visibility into what is complete, what is pending, and what requires a decision.