Project Assistant

**About**

Ops On Call Inc. is a busy Operations Management firm working with Executives and small teams across North America. Our specialty is working with world-renowned speakers, authors and online training professionals in the healing industries; managing their key day-to-day tasks so they can spread their genius and work ON the business instead of IN it.

**Objective**
The project assistant’s main focus is to oversee all client accounts to ensure that present activities are moving along and to ensure planning for future work is integrated into daily requirements.

Ops on Call’s purpose is to take work off the client’s plate in an effective way, so they can do what they do best. We want to do this work by being kind to ourselves and each other by focusing on what’s practical, optimal and pragmatic. We can achieve this type of culture by always thinking of the context of the situation and the people involved, not just the task at hand.

**Roles**
- Ops on Call gives each client a Project Coordinator. This person is their daily go-to contact for managing workflow.
- The Project Assistant reports to the Business Manager and provides assistance with clients, through their Project Coordinators.
- The Project Assistant is a new role. You would be responsible for ensuring nothing falls through the cracks in the day to day work the Project Coordinators are managing and the new and longer term activities that need to be rolled into the workflow.
- The Business Manager is responsible for all clients. The Project Assistant works with the

Business Manager and Project Coordinators and is responsible for looking at all the client’s strategic activities today and upcoming and ensuring that what we do today delivers the desired end result.

**Project Assistant’s Responsibilities**

**Daily**
1. Learn about each client and their standard operating procedures.
2. Add and update SOPs for each client as processes or systems change or are adapted for better efficiency.
3. Update each clients’ calendar on a daily basis.
4. Ensure Business Manager, Director of Operations and Project Coordinators are moving all activities along in Teamwork and getting done on time for two major clients and future new clients.

5. Match calendar commitments to Teamwork for every change and new activity.
6. Make sure nothing falls through the cracks.
7. Work _with _the Project Coordinators rather than taking away their work, when there is a problem or overload.
8. Collaborate with the project coordinators to support them on how to be more efficient and effective to keep the company’s objectives moving along.

**Weekly**
1. Facilitate weekly meetings to support the project coordinators to discuss what’s working and what isn’t on Teamwork and with each client.
2. Help get things off of the Business Manager and Director of Operations’ workflow such as ensuring that the SOP is up-to-date, media kits, files, lists of talks, client’s riders are up to date and formatted properly.

3. Note what’s coming up so that the workflow of activities is started and keeping up to the schedule.

4. Help surface and resolve problems, bottlenecks and address any workload concerns.
5. Acknowledge and appreciate what is working well.
6. Note anything that will upset the workflow with missing deadlines and resolve it.

**Planning**
1. Look ahead in each client’s calendar and discuss what workflows need to be activated and what information the client will need to be successful each day.
2. Look ahead to know how current activities affect future plans and resolve any problems then update Teamwork before adding any new activities to see if there are conflicts.
3. Follow up with project coordinators to get any missing info into the system.
4. Assist the Business Manager and various book publishers in each country to ensure we have the latest information.

**Scope of Assistance**
1. Understand and work within the scope of authority we have with each client.
2. Notice what works and what doesn’t and bring issues forward.
3. Read and follow Operating procedures.
4. Attend to detail and the quality of everyone’s work from copy to communication so it matches the client’s brand and has the right emotional tone given the context of the communication.

5. Pay attention to where the balls are being dropped or falling behind, and find an effective way to assist the resolve the problem.

6. Participate in weekly team meetings with Project Coordinators.

7. Complete ownership of Teamwork, our project management software

8. Assist with invoicing through Teamwork and Quickbooks.

Attitude and Approach

Ops on Call is a close knit group, with each other and our clients and their staff. The project assistant’s role is to make things easier and more efficient for the Business Manager and
Project Coordinators so that overall Ops on Call is being effective for our clients.

In this regard our work and relationship works best when the project assistant and