OPERATIONS MANAGER & EXECUTIVE ASSISTANT

About Us

Most small businesses lack the time and expertise to build marketing that gets results. At Mountaintop Web Design, we craft digital marketing solutions so our clients can get more leads that turn into customers.

We founded Mountaintop Web Design because we were tired of seeing people wasting money on bad marketing. We do digital marketing the right way by providing top tier marketing services combined with amazing customer service, integrity, and an emphasis on bringing our clients a return on their investment.  We focus on delivering solutions that produce tangible results for our clients.

We are looking for someone to help us grow proactively while ensuring operations delivers consistent results. Our CEO needs to get out of managing operations and basic administrative tasks so he can focus on the business. This will require you to take full ownership of our day-to-day operations while also supporting the CEO in key executive functions. This hybrid role is ideal for someone who thrives on structure, loves getting things done, and isn’t afraid to wear multiple hats.

Do you thrive in a fast paced & collaborative environment, love wearing multiple hats, and want to be on the ground floor of a growing company? If so, keep reading.

Key Responsibilities

o  Executive Support

o  Manage and optimize the CEO's inbox and calendar to minimize distractions and scheduling conflicts.

o  Handle meeting preparation, including agendas, notes, and action item follow-ups.

o  Prioritize and delegate tasks on behalf of the CEO.

o  Serve as the CEO's proxy in routine communications and decision-making when necessary.

o  Operational Management

o  Lead and manage internal operations to ensure projects stay on track and teams stay aligned.

o  Own and manage ClickUp, GoHighLevel, and Google Drive platforms to ensure data integrity and workflow alignment.

o  Proactively identify and resolve workflow bottlenecks across teams.

o  Implement process improvements and document workflows for consistency.

o  Provide regular KPI updates and operational performance reports.

o  Client and Sales Support

o  Act as the first point of contact for incoming client inquiries and new leads.

o  Follow up on sales leads and maintain accurate client data in the CRM.

o  Assist in coordinating client onboarding and ensuring client satisfaction throughout the sales journey.

o  Collaborate with the sales team to optimize lead follow-up processes.

o  Strategic Support

o  Conduct weekly check-ins with the CEO to realign priorities and address ongoing challenges.

o  Proactively raise concerns, propose solutions, and implement approved initiatives quickly.

o  Maintain a high level of confidentiality and professionalism in all interactions.

o  Continuous Improvement

o  Identify areas for improvement in workflows, communication, and client management processes.

o  Present actionable suggestions for process optimization and execute approved changes.

Expected Outcomes

●     Within 30 Days

o  Fully understand daily operations

o  Become familiar with clients and typical requests

o  Become familiar with CEO strategy & vision

o  Audit current systems, tools, and documentation

o  Begin organizing and documenting core SOPs

o  Assess future opportunities based on existing clients and product offerings

●     Within 45 Days

o  Showcase improvements with customer satisfaction and email management

o  Improve the efficiency of client requests

o  Implement & Action CEO support, remove workload from CEO

o  Understand all products and services specific to our client base

o  Improve client communication efficiency and responsiveness

o  Support sales and pipeline management

●     Within 60 Days

o  Take full ownership of daily operations and project workflows

o  CEO no longer manages tasks, follow-ups, or deadlines

o  Begin implementing improvements to reduce bottlenecks and increase team efficiency

o  Successfully actioning & Implementing strategies & workflows to remove workload from CEO

Must Have

●     Embodiment of our core values (see below)

●     1+ years of experience as a VA or EA

●     3+ years of experience in operations

●     1+ years of experience working in ClickUp

●     1+ year of agency experience

●     Excellent communication skills – written and oral (will be directly communicating with Clients)

●     Track record of dependability and accountability (will be CEO’s right hand)

●     Demonstrated ability to learn quickly

●     Proactive Ownership: Take initiative to identify problems, suggest improvements, and drive solutions without waiting for direction.

●     Adaptability: Adjust to changing priorities and business needs with flexibility and resilience.

●     Attention to Detail: Ensure accuracy and precision in communications, scheduling, and documentation.

●     Problem-Solving: Approach challenges with resourcefulness and creativity, delivering actionable solutions.

●     Strategic Thinking: Align daily actions with long-term business goals and priorities.

Nice to Have

●     Website design, branding, Content Writing, Marketing, and/or Graphic design experience

●     SEO experience/Google Analytics experience

●     Leadership Experience

●     3+ years of digital marketing experience

Our Core Values

●     Integrity

●     Excellence

●     Customer Centered

●     ROI for clients

Schedule

●     Monday-Friday

●     Regular working hours MST/EST (Ideally 8-5 MST)

●     Full time (no agencies)

●     Fully Remote

Applications

• To apply, please fill out our application here: https://mountaintopwebdesign.com/careers/application/