Job Description

We're looking for a highly organized Operations Virtual Assistant to keep our projects, recurring processes, and documentation running smoothly. You'll work mainly inside ClickUp. You'll set up and maintain tasks, keep information accurate and complete, follow up with team members, and turn meeting notes into clear action items.

This role suits someone who likes structure, notices when something is missing, and follows through without being reminded. You won't design our operating systems from scratch. You'll be the person who makes sure they're used correctly every day, and you'll suggest improvements when you see a better way.

**ClickUp Task and Project Support**

* Create and update tasks, subtasks, and recurring tasks using our existing templates and standards.
* Make sure every task has an owner, due date, clear instructions, links, and completion criteria before work begins.
* Keep statuses, custom fields, and naming conventions consistent across the workspace.
* Flag tasks that are overdue, blocked, or missing information.

**Meeting and Communication Support**

* Attend internal meetings. Capture decisions and action items and log them in ClickUp.
* Prepare meeting agendas and summaries.
* Draft routine follow-ups and client update emails for review.
* Follow up with team members on incomplete or delayed work in a clear, respectful way.

**Documentation and Knowledge Upkeep**

* Keep SOPs, checklists, and reference documents updated when a process changes.
* Organize files and documentation in Google Drive so people can find what they need quickly.
* Turn rough notes or recordings into clean, easy-to-follow written steps.

**Reporting**

* Prepare regular status summaries showing what's on track, what's late, and what needs a decision.
* Help leadership see where things stand without having to dig through tasks.
* At least one year of experience as a virtual assistant, project coordinator, or operations assistant.
* Hands-on experience using ClickUp (or a similar tool such as Asana or Monday.com, with willingness to learn ClickUp quickly).
* Excellent written and spoken English. You write clear, professional messages that need little editing.
* Strong attention to detail and organization.
* Comfortable following up with people and asking questions when information is unclear.
* Reliable, self-directed, and able to work independently in a remote environment.
* Working knowledge of Google Workspace and Slack.
* Availability for meaningful overlap with North American business hours.
* Experience supporting a digital marketing, web development, or creative agency.
* Experience with ClickUp templates, recurring tasks, Docs, forms, or automations.
* Experience writing or maintaining SOPs and checklists.
* Experience working with North American clients or distributed teams.

Interested candidates should send their application to **hr@thedigitalnavigator.com** and include the following:

1.) Your updated résumé or CV.

2.) A brief explanation of your experience managing complex projects in ClickUp.

3.) A three- to five-minute video showing a ClickUp project or workspace you have built or managed. Please explain:

* How you structured the project
* How you mapped the timeline
* How you handled dependencies and milestones
* How you monitored progress and risks
* What improvements or results your system produced

4.) A sample of professional client-facing communication you have written. Confidential information may be removed.

5.) Your current availability, preferred working hours, and earliest possible start date.

**Email Subject line:** Operations Virtual Assistant (ClickUp & Process Support) – [Your Name]

Please begin your application with the words **“Project Orchestration”** so we can confirm that you reviewed the complete posting.

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