Fractional Operations Coordinator / Executive Assistant

Job summary

Manage client onboarding, agreements, invoices, intake materials, and digital workspaces. Synthesize strategy meetings into client-ready documents, coordinate deadlines and communications, and maintain billing, pipeline, software, and workspace records.

Job details

Company: Aloor & Co. Location: Remote (Eastern Time Zone preferred) Type: Part-Time / Contract Commitment: 15 hours per week ROLE OVERVIEW We are seeking a proactive, highly organized Fractional Operations Coordinator / Executive Assistant to serve as the operational backbone of the firm. You will act as the direct operational shield for the Founder, taking non-strategic administrative logistics, client intake, meeting synthesis, and vendor tracking off their plate so leadership remains focused on high-level strategy and firm growth. KEY RESPONSIBILITIES Client Onboarding & Intake Logistics Dispatch client agreements, non-disclosure documentation, and retainer invoices. Track deposit receipts, verify payment status, and provision standardized client portals and digital workspaces upon deal closing. Send and manage diagnostic questionnaires, tracking and collecting all required background assets from clients prior to strategy sessions. Strategy Synthesis & Deliverable Coordination Synthesize raw strategic meeting recordings and transcripts into clean, executive-ready roadmaps, diagnostic summaries, and action logs. Format client-facing strategy decks and documentation to ensure visual and structural brand standards are met. Track delivery deadlines across external implementation contractors and client vendors, ensuring accountability and timeline adherence. Executive Communications Filter incoming communications, resolving logistical queries independently and escalating decision-required items into concise daily updates. Manage scheduling, time-zone alignments, and meeting prep reminders across all external engagements. Financial & Software Administration Oversee recurring monthly retainer billing, monitor accounts receivable, and log reimbursable expenses. Maintain pipeline records and client status tracking. Manage software permissions, tool integrations and workspace organization. Required Qualifications Relevant Experience: 3+ years as an executive assistant, operations coordinator, or project manager within a marketing agency, management consultancy, or high-growth B2B service firm. Tech Stack Mastery: Highly proficient with Notion, Airtable, PandaDoc, DocuSign, Wave, QuickBooks, Zapier, Zoom, and Google Workspace. Executive Communication: Superior written synthesis skills, specifically the ability to convert complex business discussions into structured, executive-grade documentation. Proactive Ownership: Exceptional attention to detail, strong organizational instinct, and the ability to run operational systems independently. ENGAGEMENT STRUCTURE Workload: 15 hours per week. Format: 100% Remote, combining daily asynchronous updates via Slack with responsive coordination during standard business hours.

What you’ll do

Manage client onboarding, agreements, invoices, intake materials, and digital workspaces. Synthesize strategy meetings into client-ready documents, coordinate deadlines and communications, and maintain billing, pipeline, software, and workspace records.

Requirements

Requires at least three years of relevant experience as an executive assistant, operations coordinator, or project manager in a marketing agency, consultancy, or high-growth B2B services firm. Candidates should be proficient with the listed business tools and demonstrate strong written synthesis, organization, attention to detail, and independent operational ownership.

Listed skills

• Project Coordination · Preferred
• Client Onboarding · Preferred
• Operations Coordination · Preferred
• Attention to detail · Preferred
• Accounts receivable · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Assistance
• Operations Coordination
• Client Onboarding
• Client Intake
• Meeting Synthesis
• Executive Communication
• Project Coordination
• Deadline Tracking
• Scheduling
• Accounts Receivable
• Retainer Billing
• Expense Tracking
• Pipeline Management
• Workspace Administration
• Attention to Detail
• Proactive Ownership

Job areas

• Administrative
• Management & Leadership
• Consulting
• Finance & Accounting