A+ Player: Project Mgr+Data+Ops Role: Exec Assistant

Please read the WHOLE document & if you think your are a fit - send us a message showing us you read it without using AI.

Bulldogs Core Philosophy

1. Simple Scales, Complex Fails
2. Build The People & The People Build The Business
3. Be The Example

This role is designed for an experienced, highly organized, and tech-savvy professional who can manage executive-level administrative responsibilities while also handling complex data-related tasks. The ideal candidate will work closely with the CEO, supporting operations, vendor/client communications, and data processing.

We hire for the “Soul” and train for the “Role”.

Primary Responsibilities

• Executive & Administrative Support
• Task & Project Management: Maintain and organize the CEO’s open loops, tasks, and priorities using mainly Motion.  Legacy systems include google sheets, Trello,  Airtables, & Notion,.
• Familiarity with ClickUp, Jira, Notion, or similar platforms is preferred but not required.
• Meeting Coordination & Documentation:
• Manage scheduling, appointments, and email correspondence.
• Attend key meetings, take detailed notes, rewrite & edit AI notes, and provide recaps.
• Organize follow-ups, ensuring next steps are logged and executed efficiently.
• Handle inquiries and filter critical communications for the CEO.
• Message Routing, logging, organizing tasks/projects from Email-Telegram-Teams-WhatsApp
• Process Improvement & SOP Development:
• Create and refine Standard Operating Procedures (SOPs) for various tasks to streamline operations.
• Identify inefficiencies and suggest workflow automation.
• Familiarity with Loom to create video based SOPs or similar platforms.
• Client & Vendor Coordination
• Communication Management: Act as a liaison between the CEO, vendors, and clients, ensuring expectations are met.
• Conference Call Support: Attend and document key takeaways from vendor/client meetings.

Data Management & Technical Tasks

• File Handling & Data Processing: Work with CSV files and flat files to merge, split, and edit large data sets.
• Reformat, clean, and optimize data for further processing.
• Move and rename columns, fix headers, and correct syntax issues.
• SQL & Database Management:
• Execute basic SQL queries via web-based database tools.
• Sort and filter datasets based on specific parameters.
• Cross-reference data between different sources.
• Data API Management:
• Configure and manage incoming & outgoing data feeds via APIs.
• Work with vendors to ensure smooth data integration.
• Automation & CRM Development:
• Help transition Google Sheets-based CRM to a more structured CRM.  We are currently evaluating Motion with possible options (HubSpot, ClickUp, or Airtable).
• Assist in setting up automation for repetitive tasks.
• Quality Assurance: Verify data accuracy and compliance before processing.
• Security & Compliance: Maintain strict confidentiality and secure handling of sensitive information.

Ideal Candidate Profile

• Highly Detail-Oriented: Exceptional organizational and problem-solving skills.
• Double-checks their work - Thoroughness and quality assurance are priorities
• Tech-Savvy: You're committed to continuous learning in your field. Experience with data manipulation tools (EmEditor, SQL, Google Sheets, Python, etc.).
• CRM & Automation Expertise: Ability to implement automation tools and manage CRMs.
• Self-Starter & Problem-Solver: Can proactively identify inefficiencies and provide actionable solutions without excessive hand-holding.
• Strong Communication Skills: Ability to work with executives, vendors, and clients professionally. Show us you read the up until here - prepare a message with the words "I am a superstar".
• Flexible, Adaptable, Embraces New challenges :  When faced with unfamiliar territory, you adapt and develop new competencies.  Willingness to learn, adjust, and take ownership of projects in a dynamic environment.
• See the big picture - You can connect daily tasks to long-term company objective
• Deliver with urgency - You bring focus and energy to meet project timelines

Preferred Experience & Tools

• Task Management: Primarily Motion, Trello, Airtable.  With expertise in ClickUp, Notion, Jira acceptable.
• CRM Systems: Motion, HubSpot, Salesforce, Zoho, Airtable
• Data Handling: Google Sheets, Excel (Pivot Tables, VLOOKUP)
• File Processing: EmEditor, CSV Editors, Python, etc.
• Automation: Zapier, API integrations, etc.
• SQL & Web Databases: Basic query handling, database navigation
• Remote Collaboration: Telegram, Slack, Zoom, Google Workspace,

Position Type & Availability

• Part Time & Full-Time Options:
• Position could be split into two part-time roles, one focused on executive assistance, the other on data management.
• Must be available to work in U.S. Eastern Time (EST).
• Remote position with daily check-ins and real-time collaboration.

Why This Role Matters

The company is in a growth phase, and this role is critical to supporting the CEO in managing multiple moving parts, streamlining operations, and scaling efficiently. We are not just looking for a task-doer—we want someone who thinks strategically, finds better ways to organize and automate, and truly enjoys optimizing business processes. Show me you read the entire description - - continue your message to us with the words "details count". High attention to detail and accuracy will impress us.

This is an opportunity to be part of something exciting, have a direct impact, and grow alongside the business.

Things we are looking for when evaluating candidates:

• Fast response times
• Detailed Oriented
• Follows instructions
• No need to chase
• Owns their teeth (takes ownership of their role)
• Competent
• Honest
• Smart
• Spelling / Grammar
• Good natured
• Respond to emails after hours
• Goes over and above to learn / grow.
• An autodidact that can handle self learning projects.