Executive Operations Assistant

Executive Operations Assistant (EST)

Fractional Magic is hiring an Executive Operations Assistant to help protect the Founder's attention and keep work moving.

This is not a general VA role, and it is not a technical ClickUp role. It's an ops-focused position for someone who is calm, detail-oriented, and excellent at follow-through; someone who can take clearly defined work and move it forward without needing constant context or supervision.

This is also not a "copy-paste everything into ChatGPT" role.

I'm looking for a human who uses AI tools sparingly and appropriately; not as a replacement for judgment or execution.

This is an experienced role. You're expected to work autonomously, follow through without reminders, and proactively reduce operational friction.

This role is capped at $2k/month and 12-15 hours per week to start. If scope or hours need to expand, we'll revisit intentionally.

About Maggie & Fractional Magic

I'm Maggie, founder of Fractional Magic. I'm known as the "Capable Class Clown" of operations: highly competent, deeply experienced, and intentionally human. I believe operations should be accessible, not intimidating; that humor and precision can blend to generate serious results.

Fractional Magic is intentionally small and human-scale. I care deeply about how work gets done, not just that it gets done. Our work includes operations, automation, and execution (often inside tools like ClickUp, Slack, and HubSpot) with a heavy focus on usability and follow-through.
This role is a key part of making that possible.

What You'll Be Responsible For

Intake, Triage & Task Ownership

• Assign auto-generated tasks from Slack, meeting notes, emails, and other sources to the appropriate team member
• Take ownership of tasks generated through various systems without Maggie's initial involvement
• Ensure tasks are properly categorized, assigned, and scheduled in ClickUp
• Keep work from stalling due to missing owners, unclear next steps, or lack of follow-up

Inbox, Slack & Workflow Management

• Monitor email inboxes and client Slack channels
• Identify items that require action or follow-up and convert inputs into clear, actionable tasks
• Follow up persistently until work is completed

Meeting & Client Support

• Process meeting notes and follow-ups
• Prep and share upcoming agendas with clients
• Prepare Task Completion summaries from subcontractors and share them with clients in Slack
• Watch for client inputs or homework and follow up until completed

Scheduling & Coordination

• Manage scheduling with leads and clients
• Flag conflicts, tight transitions, or unrealistic timelines
• Coordinate across work and personal calendars as needed

Special Projects

• Pilot clearly defined special projects for Fractional Magic
• Execute against documented processes or written instructions
• Flag risks, gaps, or blockers early and clearly

What This Role Is (and Is Not)

This role:

1. Executes clearly defined work quickly with intention
2. Operates confidently without needing the strategic "why"
3. Prioritizes clarity, consistency, and follow-through
4. Reduces the number of decisions Maggie has to hold in her head

This role does not include:

1. Executing technical work inside client ClickUp workspaces
2. Designing systems, automations, or architecture
3. Strategy, scoping, or deep operational decision-making

Who This Role Is a Good Fit For

You're likely a strong fit if you:

1. Are highly organized and calm with a thick to-do list
2. Naturally notice dropped balls, unclear ownership, or missing follow-up
3. Are comfortable acting on clear instructions without constant reassurance
4. Can draft clean, professional messages on behalf of someone else
5. Enjoy closing loops and keeping work moving
6. Are confident working across Slack, email, ClickUp, and Google Calendar

Compensation & Expectations

12–15 hours per week

$30–40/hour

EST required, bonus points if near Knoxville TN

Capped at $2,000/month to start

Hiring Timeline

Interviews and paid trial projects will begin the second week of January

Short, paid test projects will be used as part of the evaluation process

How to Apply

If this sounds like a fit, please reach out via (you guessed it):

ClickUp Application Form