Project Manager overseeing multiple projects for GoodLife Fitness. Responsible for project organization, communication, and stakeholder engagement.
About the role
- Executive Assistant & Technical Operations Coordinator supporting the CEO at Talencore, a boutique HR consultancy. Managing operations and technical projects for a specialized team.
Responsibilities
- Create, assign, update, complete, and archive work orders in Hubstaff.
- Keep Hubstaff aligned with the FileMaker NC_Quotes / Time & Billing system.
- Fix assignments, permissions, and time-logging issues for developers; action budget and hours changes accurately.
- Coordinate work-order status and approvals with the development lead, developers, and finance.
- Run a daily check of the support / hosting queue for emergencies or site-down events; escalate to the systems administrator immediately.
- Track device security compliance across staff (NinjaOne RMM, SentinelOne EDR); administer the 1Password vault.
- Coordinate server maintenance windows and draft and send client outage / maintenance notices; maintain the outage calendar, recipient lists, and the monthly backup-link references.
- Own onboarding from a standard checklist: accounts, Hubstaff, 1Password, email signatures, and the security / privacy steps.
- Owner of offboarding from the wiki template: notify each access owner (payroll, systems, HR), track revocation across every system, and confirm completion.
- Coordinate timing and messaging with HR; keep the wiki current.
- Draft and send newsletters and product updates (EmailOctopus).
- Run webinar invites and reminders; prepare social posts and clips, and handle routine website updates.
- Run reconnection campaigns to former clients; build prospect lists and handle warm follow-ups.
- Manage the CEO's calendar and meetings; send invites and links, send reminders, and follow up on action items on the CEO's behalf.
- Support ad hoc research and business projects for the CEO.
- Keep internal documentation organized across Google Drive, the wiki, and Trello.
Requirements
- Strong technical aptitude - comfortable with databases (FileMaker an asset), time-tracking / work-order systems, RMM and security tools, and basic server / networking concepts.
- Exceptional attention to detail and accuracy, especially in client email - the right message to the right people, the first time.
- Follows detailed instructions precisely the first time, with little rework.
- Self-directed - anticipates next steps, takes ownership, and works independently.
- Highly organized; juggles many recurring processes without dropping any.
- Discreet and reliable with credentials and confidential information.
- Clear, professional written English; approachable and responsive.
- Comfortable with Hubstaff, Trello, Freshdesk, 1Password, EmailOctopus, Google Workspace, and AI tools (e.g. Claude).
- Executive-assistant or operations experience supporting a founder is a plus.
Benefits
- Mandatory attendance at weekly client status meeting every Wednesday, 11 AM - 12 PM PST
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Tech skills
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