Operations & Administrative Assistant

Omniscient Digital is an organic growth agency that partners with ambitious B2B SaaS companies like SAP, Adobe, Loom, and Hotjar to turn SEO and content into growth engines.

About this role

We’re hiring an Operations & Administrative Assistant to keep our business running smoothly across operations, sales, and client delivery. You’ll be embedded in the systems that power our work and play a key role in making sure nothing slips through the cracks.

You’ll handle core administrative tasks, help build repeatable processes, and support leadership as the business scales, while always looking for ways to make the organization more efficient with AI and automation. The role touches every part of the company, including marketing, sales, recruiting, and client success.

This is a great opportunity for someone organized, proactive, loves tinkering with tools to find better ways of doing things, and early in their career who’s eager to grow. You’ll gain exposure to all sides of the business while developing the skills to take on bigger responsibilities over time.

If you thrive on structure, love problem-solving, and want to be part of a fast-moving agency that values autonomy and ownership, read on.

We require this role to overlap at least 4 hours with US Eastern Time and ideally have working hours of 9am to 5pm ET.

Your responsibilities

Your job as the Operations & Administrative Assistant will include, but won’t be limited to:

Project Management & Operations

• Follow up on meetings and add tasks to our project management tool

• Monitor Asana for overdue tasks or blockers and flag the appropriate team member

• Follow up on incomplete time sheets from team members

• Build monthly time tracking reports for leadership to understand team capacity and hiring needs

• Build custom GPTs to enable client teams to streamline their work and research

• Build SOPs for repeatable administrative tasks

Content & Editorial Support

• Use automations to generate content briefs with input from client teams

• Produce Clearscope reports

• Upload content into client content management systems like WordPress and Webflow

• Maintain and update client content brief templates, ensuring alignment with personas and roadmaps

Sales & Marketing

• Support podcast publishing workflow

• Make updates to the company website

• Repurpose content using AI workflows and upload to social scheduling tool for approval

• Draft initial sales proposals using AI workflows and presentation templates

• Organize sales proposals and client files in Google Drive

Recruitment & People Ops

• Perform initial applicant screening (reject clear “no’s” and rate promising profiles)

• Schedule candidate interviews using Ashby

• Support hiring for specialist roles by setting up Clay sourcing and Ashby sequences

• Enable tool access and automation for freelancers (Drive, Airtable, etc.)

Who you are

• 2+ years of experience as an Executive Assistant or Operations Assistant in a remote setup

• You proactively communicate progress and challenges to keep stakeholders informed.

• You have outstanding written and verbal communication skills.

• You’re organized, proactive, and resourceful.

• You try to solve problems independently before asking for help.

• Willingness to learn and take on evolving responsibilities as the team scales

• Familiarity with tools like Asana, Airtable, Google Drive, Slack, Notion, 1Password, Calendly, and Fireflies.ai.

• Basic understanding of marketing is a strong plus.

• You’re meticulous. Whether it be a well-placed comma, a pixel-perfect design, or clear communication, you sweat the details.

• You seek feedback. You’re eager to learn new things to grow and improve your skills.

• You believe in punctuality. Deadlines are not optional for you.

• You’re an intellectually curious critical thinker. Time flies by as you find yourself researching interesting topics or finding creative ways to solve a problem.

• You’re process-oriented. You try to be as efficient as possible, usually by creating checklists and systems. You're always looking for ways to improve a process.

• You make great decisions quickly. You have a bias toward action and learning on the fl