Operations Assistant Role

  1. Overview
  2. Operations & Policies
  3. Roles & Responsibilities
  4. Operations Assistant Role

Overview

The Operations Assistant plays a critical role in the day-to-day execution of Royal Executive Assistant’s internal and client-facing operations. This role ensures task progress across all departments, maintains project flow, and supports accountability across the team.

 

This is not an Executive Assistant role. This position no longer includes calendar management or inbox management for the CEO or other clients.

Core Objectives

  • Maintain consistent movement on all client and internal deliverables.
  • Proactively track and manage team tasks, updates, and project statuses.
  • Ensure team members are supported with clear assignments and realistic timelines.
  • Reduce the CEO’s involvement in follow-up, reminder tasks, and operational oversight.

Key Responsibilities

1. Task & Deadline Management

  • Assign due dates to ClickUp tasks based on project priorities.
  • Monitor task boards daily to ensure deliverables are on schedule.
  • Reassign tasks when necessary or escalate overdue items.
  • Ensure every task has a clear assignee, deadline, and status.

2. Team Accountability & Status Management

  • Conduct weekly status reviews with each team member.
  • Track progress inside ClickUp using statuses and comments.
  • Send recap summaries of team status everyday at 4 PM.
  • Notify Marie of any blockers or red flags.

3. Project Flow Oversight

  • Review upcoming deliverables each week and flag any bottlenecks.
  • Keep ClickUp organized—comment for follow ups, update statuses, and ensure task placement.
  • Follow project SOPs to ensure standardized workflows are followed.
  • Maintain visibility across all client projects.

4. Client Communication Support

  • Acknowledge incoming messages in Slack 30 mins using the Slack Response SOP.
  • Send professional “we” responses if clarification or time is needed before responding with details.
  • Tag or escalate Marie when strategic input or direct approval is required.

5. Internal Operations Oversight

  • Maintain internal systems (ClickUp, Airtable, Drive) for accuracy and structure.
  • Monitor daily team Slack activity and ensure questions are routed appropriately.
  • Support recurring internal operations (weekly huddles, task reviews, and updates).

6. Client Onboarding Oversight

As part of operational support, you will assist with managing and monitoring the client onboarding process to ensure smooth and timely transitions.
Responsibilities include:
  • Tracking client onboarding progress across forms, proposals, and initial deliverables.
  • Ensuring all onboarding steps are completed and documented inside ClickUp and/or Airtable.
  • Sending or scheduling onboarding reminders and follow-ups.
  • Coordinating internal task assignments based on onboarding intake responses.
  • Flagging missing items, delays, or client follow-up needs to Marie.
  • Maintaining alignment between onboarding documentation and internal systems.

 

Tools & Systems

  • ClickUp – Task management and project flow
  • Airtable – Financial tracking, billing, and client progress dashboards
  • Slack – Team communication and status updates
  • SuiteDash / Moxie – Client portals and project tracking
  • Google Drive – Deliverable storage and file QA

Reporting Structure

  • Reports To: Marie Lewis, CEO
  • Collaborates With: The entire Royal Team

Boundaries & Exclusions

  • Does not manage Marie’s calendar or email inbox
  • Does not create or finalize client strategy
  • Does not respond to client requests outside scope without routing first
  • Does not provide SuiteDash technical setup or buildouts

Success Metrics

  • Weekly team updates are submitted by each day by 4 PM
  • 100% of active tasks have an owner and deadline
  • Client questions are acknowledged within 6 hours
  • No more than 2 overdue tasks per project per week
  • CEO only steps in for strategy—not day-to-day tracking

FAQs

1. What if someone doesn’t respond to a status check-in?
Follow up once. If there's no response by the next day, escalate to Marie.

 

2. What if I don’t know how to update a task or assign something?
Refer to the ClickUp SOP. If still unclear, document the issue and ask for clarification during the Monday Huddle.

 

3. What if a client asks a question I don’t know the answer to?
Use a template from the Slack Response SOP to acknowledge. Then tag the right person and follow up when ready.

 

4. Am I allowed to ask clients for clarity or updates directly?
Yes, if it relates to a deliverable or scheduling. For strategic direction, loop in Marie.

 

5. Can I adjust team tasks without asking first?
Yes, as long as it’s within reason and supports deadline integrity. Major scope changes should be run by Marie.
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