Fractional Operations Coordinator / Executive Assistant

Company: Aloor & Co.

Location: Remote (Eastern Time Zone preferred)

Type: Part-Time / Contract

Commitment: 15 hours per week

ROLE OVERVIEW

We are seeking a proactive, highly organized Fractional Operations Coordinator / Executive Assistant to serve as the operational backbone of the firm. You will act as the direct operational shield for the Founder, taking non-strategic administrative logistics, client intake, meeting synthesis, and vendor tracking off their plate so leadership remains focused on high-level strategy and firm growth.

KEY RESPONSIBILITIES

Client Onboarding & Intake Logistics

• Dispatch client agreements, non-disclosure documentation, and retainer invoices.
• Track deposit receipts, verify payment status, and provision standardized client portals and digital workspaces upon deal closing.
• Send and manage diagnostic questionnaires, tracking and collecting all required background assets from clients prior to strategy sessions.

Strategy Synthesis & Deliverable Coordination

• Synthesize raw strategic meeting recordings and transcripts into clean, executive-ready roadmaps, diagnostic summaries, and action logs.
• Format client-facing strategy decks and documentation to ensure visual and structural brand standards are met.
• Track delivery deadlines across external implementation contractors and client vendors, ensuring accountability and timeline adherence.

Executive Communications

• Filter incoming communications, resolving logistical queries independently and escalating decision-required items into concise daily updates.
• Manage scheduling, time-zone alignments, and meeting prep reminders across all external engagements.

Financial & Software Administration

• Oversee recurring monthly retainer billing, monitor accounts receivable, and log reimbursable expenses.
• Maintain pipeline records and client status tracking.
• Manage software permissions, tool integrations and workspace organization.

Required Qualifications

• Relevant Experience: 3+ years as an executive assistant, operations coordinator, or project manager within a marketing agency, management consultancy, or high-growth B2B service firm.
• Tech Stack Mastery: Highly proficient with Notion, Airtable, PandaDoc, DocuSign, Wave, QuickBooks, Zapier, Zoom, and Google Workspace.
• Executive Communication: Superior written synthesis skills, specifically the ability to convert complex business discussions into structured, executive-grade documentation.
• Proactive Ownership: Exceptional attention to detail, strong organizational instinct, and the ability to run operational systems independently.

ENGAGEMENT STRUCTURE

• Workload: 15 hours per week.
• Format: 100% Remote, combining daily asynchronous updates via Slack with responsive coordination during standard business hours.