We are looking for a highly organized, process-oriented Virtual Operations Assistant – ClickUp Setup, SOPs & Process Mapping who can turn business goals, client conversations, and operational requirements into clear systems and execution plans.
You will interview clients, leadership, and team members to understand how work is performed, who is responsible, what approvals are required, and where delays or confusion occur.
You will map and improve processes, create documentation, and implement workflows in ClickUp using projects, recurring tasks, templates, checklists, dependencies, and automations.
* Interview clients and team members to understand goals, workflows, responsibilities, and challenges.
* Identify missing steps, unclear ownership, risks, duplicated work, and unnecessary complexity.
* Map current workflows and recommend improvements.
* Determine what can be simplified, standardized, automated, or removed.
* Convert approved processes into SOPs, checklists, reference guides, and knowledge files.
* Build and maintain ClickUp projects, tasks, Docs, templates, recurring workflows, forms, dashboards, and automations.
* Define owners, dates, dependencies, milestones, approvals, and handoffs.
* Ensure tasks include clear requirements, acceptance criteria, resources, and next steps.
* Translate client requests, meeting notes, and high-level ideas into actionable plans.
* Break projects into phases, deliverables, tasks, and subtasks.
* Establish timelines based on scope, dependencies, approvals, and deadlines.
* Coordinate work across strategy, design, development, content, marketing, automation, and QA.
* Monitor progress, identify blockers and risks early, and follow up on delayed work.
* Lead or participate in discovery and process-mapping meetings.
* Prepare focused questions, summaries, decisions, and action items.
* Communicate timelines, approvals, risks, delays, scope changes, and next steps clearly.
* Ensure commitments and decisions are documented in ClickUp.
* 3+ years of experience in project management, operations, process improvement, implementation, or a similar role.
* Advanced ClickUp experience managing multi-stage projects and recurring workflows.
* Ability to build complete project and process plans, not simply maintain task lists.
* Experience gathering requirements through client and team interviews.
* Ability to turn conversations, meeting notes, and incomplete information into actionable plans.
* Strong knowledge of timelines, milestones, dependencies, approvals, and risk management.
* Experience mapping processes and creating SOPs, checklists, templates, or documentation.
* Strong organization, critical thinking, problem-solving, and attention to detail.
* Excellent written and spoken English and strong client-facing communication.
* Ability to work independently, manage multiple projects, and communicate proactively.
* Availability for overlap with Central American and North American business hours.
Experience with digital agencies, automation, Google Workspace, Slack, Figma, WordPress, Make, Zapier, n8n, Lean, EOS, Agile, or distributed teams is a plus.
You turn unclear ideas into organized plans, ask thoughtful questions, and think several steps ahead. You notice missing owners, dependencies, approvals, resources, and completion criteria before they cause problems. You value clear systems without unnecessary bureaucracy and take ownership of results.
Send your application to [mailto:hr@thedigitalnavigator.com](mailto:hr@thedigitalnavigator.com) with the subject:
Project Integrator & ClickUp Operations Manager – [Your Name]
Include:
1. Updated résumé or CV.
2. Brief explanation of your experience managing complex projects in ClickUp.
3. A 3–5 minute video showing a ClickUp project or workspace you built or managed, including structure, timeline, dependencies, milestones, monitoring, and results.
4. A sample of professional client-facing communication you have written.
5. Current availability, preferred working hours, and earliest possible start date.
Begin your application with “Project Orchestration” so we know you reviewed the full posting.
Incomplete applications may not be considered. Candidates who pass screening will complete a short pre-screening task and two-step interview process.
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