In this role you will providing critical executive support to Magnify Consulting's CEO. You will be the day-to-day backbone of the business, managing communications, coordinating with the team, building and maintaining SOPs, supporting invoicing and proposals, and ensuring nothing falls through the cracks.
You will work directly with Julia on a daily basis, joining client calls, keeping projects on track, and proactively identifying ways to support the business. This is not a passive support role. The right person anticipates what's needed, follows through without being asked twice, and is always thinking about how to do things better.
What you will do
Inbox & Communications Management
Review, prioritize, and sort the CEO and project team inboxes daily
Respond to routine emails within 24 hours; escalate complex or high-priority items promptly
Flag leads, referrals, and partnership opportunities requiring the CEO's direct attention
Draft polished, professional, outgoing emails, proposals, and follow-ups
Monitor inbox cleanliness, archive and organize on a regular basis
Calendar Management
Book meetings promptly, confirm with attendees, and include all relevant details
Proactively avoid scheduling conflicts and double-bookings
Administrative & Operational Support
Organize and maintain project files across Google Drive and shared folders
Keep all shared workspaces (ClickUp, Google Drive, Gmail) clean and up to date
Lead Generation & Follow-Up
Assist with lead generation tasks, including CRM updates and outreach coordination
Research and compile a list of potential clients weekly and add to CRM
Reach out to a set number of leads via email or LinkedIn on a weekly cadence
Schedule and maintain a check-in cadence with referral partners (quarterly at minimum)
Update the CRM with accurate lead details and track responses efficiently
Project Management & Team Coordination
Manage active client projects in ClickUp: create tasks, track deadlines, and keep statuses current
Follow up with team members on overdue or at-risk tasks proactively
Weekly and as-needed calls with the CEO. Provide the CEO with a weekly project status summary and flag any issues or risks
Join client calls to capture action items and update project management tools in real time
Build and maintain ClickUp automations based on documented SOPs
SOP Creation & Process Improvement
Draft, document, and refine Standard Operating Procedures for recurring workflows (e.g., client onboarding, deliverables review, project launch and close)
Proactively identify bottlenecks and recommend process improvements without being prompted
Keep process documentation organized and accessible so the team operates consistently
Client Touchpoints & Support
Monitor the team inbox for client and project emails. Ensure no communication is missed
Coordinate client onboarding and offboarding logistics
Schedule calls and manage time zone differences for remote meetings
Invoicing & Financial Administration
Create and send invoices within 24 hours of project milestones or per payment schedule, with zero errors
Track overdue invoices and follow up within 5 business days
Assist with customizing proposals in HoneyBook
Follow up with prospects and leads to move them toward a decision
What you bring
This is a part time role
Must be available during EST business hours for client calls and team check-ins
A self-starter who identifies what needs to be done and does it
A strong communicator, professional, warm, and clear in writing and on calls with both the team and clients
Highly organized with a love of systems
Proactive about follow-up
Comfortable on client-facing calls, represent the business confidently and take direction quickly
Always asking 'how can this be better?' Continuous improvement is part of how you work
Calm under pressure with the ability to juggle multiple priorities in a fast-moving environment
Comfortable operating independently and managing your own workflow and time
Engagement Details
Contract type: Part-Time (potential to grow to full-time)
Work arrangement: Fully remote
Hours: EST business hours required
Availability: Must be available for client calls and team check-ins during EST business hours
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