Operations & Executive Associate

About the Role

This fully remote position supports the operational health of the business by reducing friction, tightening internal processes, managing vendor and compliance exposure, and providing executive-level assistance so leadership can stay focused on growth.

Company Overview

The hiring company is a digital-first publication business focused on Creative Arts, Culture, Travel, Exploration, and Technology. It serves a creator community and blends modern marketing with today’s digital media landscape to deliver an experience-led approach.

What You Will Do

You’ll act as the go-to operator who spots problems early, builds repeatable systems, and follows through without needing constant direction. The role requires a mix of execution, organization, judgment, and externally facing communication.

Vendor & Compliance Management

• Review and qualify new vendors, platforms, payment processors, and partners before onboarding them, including written questions about contingencies, disputes, and termination terms.
• Keep an up-to-date record of active vendor terms, dispute procedures, reserve rules, and escalation contacts.
• Manage all communication with payment processors and outside platforms.
• Prepare and send dispute rebuttals, compliance questions, and escalation messages on behalf of the company.
• Record dispute and chargeback activity, outcomes, and response deadlines.
• Watch active platform accounts for flags, policy updates, and other risk indicators.
• Spot weak points in vendor agreements and proactively raise areas of exposure.
• Stay informed on payment industry norms, platform policy changes, and compliance expectations relevant to digital businesses.

Internal Operations & Systems

• Own the company’s Google Drive structure, including folders, file naming standards, access control, and overall organization.
• Develop and maintain SOPs for recurring processes, onboarding, and internal workflows.
• Create clear internal documentation so tasks can be completed consistently without direct leadership oversight.
• Review current systems on a regular basis and recommend improvements that make operations more efficient and scalable.
• Keep all internal records current, accessible, and well organized for the team.

Executive & Procurement Support

• Make purchases on behalf of the business owner, including software, subscriptions, tools, supplies, and other approved needs.
• Research available options first and summarize pricing, terms, and any relevant risks before anything is bought.
• Track recurring subscriptions and vendor accounts, including renewals, price adjustments, and contract changes.
• Coordinate with leadership and provide updates on operational risks, open tasks, and time-sensitive decisions.
• Remove bottlenecks across the business before they reach the owner.
• Provide administrative and scheduling support as needed to protect executive time.

Work Style

This role is best suited to someone who works independently, stays calm under pressure, communicates clearly in writing, and consistently takes ownership. No two days will be identical; tasks may range from vendor dispute drafting to drive reorganization to software research.

Qualifications

• You are highly self-driven and raise issues before they become larger problems.
• You have strong experience in fintech, SaaS operations, payments, paralegal work, executive assistance, or vendor and contract management.
• You understand payment disputes, chargebacks, or compliance matters on platforms such as Affirm, PayPal, Payva, and ClarityPay.
• You have hands-on familiarity with Fanbasis, Whop, Skool, and similar creator-economy platforms.
• You have worked with GoHighLevel, including pipelines, contacts, automations, and account settings; managing or auditing a client account is preferred.
• You are highly organized and naturally build trackers, SOPs, documentation, and live records from scratch.
• You have experience structuring shared file systems such as Google Drive or Notion.
• You communicate strongly in writing and can represent the business in external vendor conversations.
• You are comfortable making purchases and managing accounts for a business owner with full accountability.
• You can work independently with minimal supervision in a fast-moving environment.
• You can juggle multiple priorities without letting tasks slip.

Additional Information

This is a paid monthly retainer opportunity. The selected candidate will be responsible for protecting and organizing the company’s operational infrastructure, including vendor relationships, compliance, internal systems, and executive support. The goal is to keep the business running smoothly and build processes that scale.