Executive Operations Manager 🧠📈⚡ (CEO Inbox & Schedule Management | Agency Sales & Marketing Support | Remote)

Goodwork is recruiting for an American-based digital marketing and SEO agency.

About the Company

We're a remote-first digital marketing agency based in Portland, Oregon. We do digital marketing and SEO differently. Our CEO saw bad practices at other agencies and started this company to fix that. Many clients tell us they've been scammed before – stuck in long contracts, getting poor service, or having to pay huge fees to get their websites back. We don't do any of that. Our mission: provide transparent, effective, and client-focused digital marketing solutions that drive real business growth while maintaining the highest ethical standards.

We specialize in SEO and Google Ads services, from strategy development to full implementation and ongoing optimization. We collaborate directly with clients as subject matter experts to create unique, valuable content. While other agencies rely on AI-generated content, we collaborate directly with clients as subject matter experts to create unique, valuable, human-generated content. This approach, adhering to best practices from Google's March 2024 spam update, has resulted in our clients consistently outperforming competitors.

Our clients are primarily medium-sized businesses across the United States, including local businesses with physical locations (e.g., medical practices, home services) and on-site service providers. We also serve SaaS companies and educational institutions.

We've partnered with notable brands like WebMD, Autodesk, and Oregon State University. Since 2021, we've doubled our revenue and consistently outranked competitors for key search terms, earning numerous positive Google reviews.

OUR COMPANY VALUES

• 🏆 Treat it as your own business

• 💪 Effort over outcomes

• 🌟 Excellence in execution

• 🤝 Flexibility and support

• 🌱 Continuous learning

We're a fully remote organization headquartered in Portland, Oregon. Our diverse team of 7 full-time employees and 12-15 contractors spans across the US (including military spouses), Canada, the Philippines and India.

Our culture is supportive, engaged, and focused on professional growth. We operate with a flat organizational structure, encouraging open communication and quick decision-making. We strive to create a balance where team members are challenged to grow but not overwhelmed, offering flexibility while ensuring high-quality work delivery. Our commitment to ethical marketing practices sets us apart in the industry and provides a unique environment for passionate digital marketers to thrive.

About the Role

remote Executive Operations Manager

In this role, you'll bridge our CEO's big ideas and their successful execution. You'll manage executive logistics, support sales and marketing initiatives, and create systems needed for sustainable growth. This isn't just administrative work - you're building the operational backbone of a growing agency while enabling our CEO to focus on high-value strategic activities.

Our CEO is a natural innovator with incredible vision who thrives on launching new initiatives. Following Dan Martell's "Buy Back Your Time" methodology, you'll provide the systematic approach that transforms great ideas into scalable processes by shadowing him, creating SOPs for key workflows, and taking ownership of operational tasks. You'll ensure his ideas get proper follow-through, providing checkpoints and accountability to maximize implementation success.

OUR IDEAL CANDIDATE

Your performance will be measured by CEO confidence in delegating tasks without oversight, maintaining inbox zero, preventing schedule conflicts, response speed and reliability, and creating systematic processes that become essential to business operations.

In our flat organization, you'll work closely with teammates across all departments, as needed. This position reports directly to the CEO.

You’ll be doing things like:

• Executive Inbox Management:

  Managing and filtering Gmail and Slack communications; rerouting emails to appropriate team members (W9 requests to billing, client issues to Account Managers); drafting responses in CEO's voice; managing follow-ups to prevent dropped communications

• Executive Scheduling & Professional Networking:

  Coordinating legacy client meetings; scheduling weekly coffee meetings with Portland-based clients; booking networking meetings via LinkedIn connections through existing clients; managing relationship touchpoints with personalized details (referencing anniversary trips, family updates)

• Process Documentation & SOP Creation:

  Shadowing CEO via live Zoom sessions to learn and document tasks; creating standard operating procedures for every business process; building library of 100+ SOPs over 12-18 months for seamless team replication

• Sales Pipeline & Proposal Management:

  Creating customized PandaDoc proposals within 30-40 minutes using Otter call transcripts; generating QuickBooks invoices with payment links; drafting personalized follow-ups referencing specific client goals; re-engaging leads after 4+ weeks; creating contracts and statements of work

• Marketing Research & Growth Support:

  Researching competitor content strategies and publishing frequency; sourcing specialized freelancers (podcast equipment, YouTube thumbnail designers, Portland studios with backdrops); coordinating Video Editor quality control; ghostwriting networking outreach for lead generation

• Personal Administrative Support:

  Travel research and planning; gift reminders and purchasing; restaurant reservations; personal relationship management; catch-all for future planning needs

Additional Growth Areas (as needed):

• Process Optimization:

  Workflow improvements, automation suggestions, EOS implementation support

• Finance Operations:

  Contractor payments via Zelle/Gusto; bi-weekly payroll processing

• HR & People Operations:

  New hire setup, onboarding/offboarding, tool access coordination

• Freelancer Coordination:

  Sourcing and managing specialized contractors for projects

Skills & Qualifications

• 3-5 years of prior experience in roles like Executive Assistant, Chief of Staff, Executive Operations Manager, Operations Associate, Growth Associate, or Marketing Associate
• Expert Gmail and Google Workspace management with inbox organization systems
• Executive calendar coordination and scheduling optimization
• SOP creation and process documentation for business scalability
• Sales support experience (proposals, contracts, invoicing in PandaDoc/QuickBooks)
• Professional ghostwriting for email communications
• Quick adoption of new business tools and platforms
• Exceptional written English with flawless grammar and professional tone
• Confident communication with ability to challenge ideas and manage up constructively
• Highly organized, methodical, and process-driven approach
• Reliable follow-through with ability to sustain CEO-initiated projects
• Strong attention to detail for visual presentation and client-facing materials
• Tech-savvy with smart AI tool usage for workflow efficiency

Bonus if you also have:

• Previous experience at a marketing agency, SEO company, or service business
• Familiarity with "Buy Back Your Time" methodology or EOS systems
• Advanced AI and automation skills for workflow optimization
• Strong visual design sense for presentations and communications
• Deeper sales and marketing experience with pipeline management
• Understanding of SEO, digital marketing, or agency operations

• Familiarity with our tools:

  Gmail, Google Workspace, Slack, PandaDoc, QuickBooks, WordPress, ChatGPT

Position Details

• Working Hours:

  7AM-4PM Pacific Time (ideal) or any 9-hour block between 5AM-4PM PT (with 1-hour break built-in)

• Full-time vs Part-time:

  Full-time (40 hours/week)

• Education:

  Undergraduate degree preferred, with comparable work experience

• Level:

  Intermediate (3-5 years of relevant work experience)

• Compensation:

  ~USD $1,198–$1,540 (INR 105K–135K), based on experience. Structured as a Consultant Agreement (independent contractor), meaning you'll be responsible for your own taxes, benefits, and insurance.

Benefits of working with us:

• 🚀 Work directly with a forward-thinking international company
• 🏡 Work from the comfort of your home
• 🏆 Incredibly talented teammates
• 🧘🏾‍♀️ Work-life balance: 9 hours a day (with built-in break), 5 days a week
• 💰 Above-market compensation
• 💻 Remote-first company culture
• 🧠 Lots of learning & growth opportunities
• ♀️ Diverse, inclusive workplace (90%+ women)
• 🤝 Supportive, collaborative team culture
• 📚 Professional development resources
• 🌱 Deep exposure to digital marketing and agency operations
• ⚡ High-impact role with direct CEO collaboration
• ⚙️Opportunity to build systems that scale a growing business
• 🤝 Long-term growth potential in an essential role

Not sure you meet all the requirements? Apply anyway! We value diverse experiences and hire for potential.

If you don't hear back within 4 weeks, assume you weren't selected, but Goodwork may still reach out about other remote roles.