Industry Focus: Strategy, Culture, Leadership, Organizational Transformation, Executive Coaching, Corporate Psychology, Mental Agility, and Team Transformation
Client Type: Personal Brand-Led Consultancy serving C-suite executives, boards, and senior leaders
Location: Australia
Target Start: To be confirmed after discussion with Brand Manager
Hours Needed: Approximately 10 hours/week initially (estimated 2 hours/day, 5 days/week)
Schedule: Flexible; no strict timezone requirement
Position Overview
We are seeking a highly proactive, systems-oriented, and organized Customer Engagement & Operations Manager to support the day-to-day operational flow of a fast-moving global consulting.
This role combines Executive Operations, CRM Management, Workflow Coordination, and Lead System Support into one integrated position to ensure seamless business operations, client engagement tracking, and workflow automation.
Rather than separating Executive Assistance and CRM management into different roles, this position is intentionally designed as a combined function. The client believes the business operates more efficiently when one person oversees operational coordination, CRM structure, workflow visibility, automation, and project management together — particularly within Go High Level and related systems.
The ideal candidate is not simply task-focused, but someone who thinks operationally, creates structure, improves systems, and proactively keeps projects, workflows, and client engagement moving forward.
This role requires someone who can independently manage details, maintain visibility across multiple moving priorities, and help reduce operational bottlenecks through strong organization and proactive communication.
Core Responsibilities
Operations & Workflow Coordination
- Track active projects, deliverables, and operational priorities
- Build and maintain project trackers, dashboards, and workflow systems
- Monitor deadlines and proactively follow up on pending tasks
- Ensure visibility across all ongoing business activities
- Identify workflow gaps, overdue items, and operational inefficiencies
- Coordinate outsourced work and monitor progress
- Help create scalable operational systems and processes
- Improve organization and accessibility of files, assets, and internal resources
CRM Management & Automation (Go High Level)
- Manage and optimize the Go High Level (GHL) CRM system
- Maintain organized pipelines, databases, and workflows
- Build and improve CRM automations and task flows
- Ensure lead tracking, follow-ups, and workflows remain organized and functional
- Troubleshoot and improve inefficient CRM structures
- Support integration between operational workflows and customer engagement systems
Lead Generation & Customer Engagement Support
- Build and organize LinkedIn-based lead lists and databases
- Assist in organizing media and speaking engagement contacts
- Segment contacts for campaigns and outreach initiatives
- Support outreach tracking and follow-up systems
- Help maintain customer engagement workflows and communication organization
Executive & Administrative Support (Light Support Only)
- Provide proactive reminders and follow-ups
- Keep Vanessa updated on operational and project progress
- Assist with occasional meeting coordination or scheduling if needed
- Support light executive administration tasks when required
Note: This role is not heavily focused on diary or calendar management. The primary focus is operational coordination, CRM management, workflow organization, and customer engagement systems.
Required Skills & Experience
- Strong experience in Executive Operations, Project Coordination, or Operations Management
- Proven Go High Level (GHL) CRM experience
- CRM workflow setup, automation, and pipeline management experience
- Strong organizational and systems-thinking ability
- Experience managing multiple workflows and priorities independently
- LinkedIn lead generation and contact management experience
- Excellent communication and proactive follow-through
- Ability to identify inefficiencies and improve operational systems
- Comfortable working with senior executives, consultants, and leadership teams
Preferred Tools & Platforms
- Go High Level (GHL)
- Google Workspace
- Project management platforms (ClickUp, Asana, Trello, Notion, etc.)
- Email marketing and automation tools
Ideal Personality & Work Style
The ideal candidate is:
- Highly proactive and self-managing
- Systems-oriented and process-driven
- Organized, detail-focused, and dependable
- A fast executor with strong follow-through
- Comfortable working independently with minimal supervision
- Calm under pressure and adaptable to changing priorities
- Professional, discreet, and trustworthy
- Naturally inclined to create order, structure, and operational clarity
Success Indicators
Success in this role will be measured by:
- Improved operational visibility and organization
- Well-maintained CRM systems and workflows
- Consistent project follow-through and accountability
- Organized and trackable customer engagement systems
- Reduced operational bottlenecks and missed tasks
- Proactive communication and minimal need for supervision
- Increased overall efficiency across operations and client engagement workflows