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Project and operations management

Keep projects on track and teams moving in the same direction.

As teams grow, someone has to keep the plan, the people, and the deadlines aligned. A project or operations lead runs the rhythm of the work, so owners and managers are not chasing every update themselves.

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Often handled here

  • Project planning and timelines
  • Running stand-ups, sprints, and retrospectives
  • Task boards in Asana, ClickUp, Jira, or Trello
  • Status reports for owners and clients

Common challenges

Where businesses usually feel the strain.

Owners chase every update

Without a coordinator, status checks and reminders fall back on the founder or manager.

Deadlines drift quietly

Tasks slip a little at a time until a launch or client delivery is at risk.

Remote teams lack a lead

A group of assistants works better with one person setting priorities and checking quality.

Processes are not written down

Work depends on memory, which makes onboarding and handovers slow.

What an assistant can handle

Tasks you can hand off.

  • Project planning and timelines
  • Running stand-ups, sprints, and retrospectives
  • Task boards in Asana, ClickUp, Jira, or Trello
  • Status reports for owners and clients
  • Leading and coaching a remote VA team
  • Process documentation and SOPs
  • Vendor and freelancer coordination
  • Operations reporting and KPIs tracking

Good to know: Candidates are matched on track record and references. We do not verify professional certifications such as PMP or Scrum certificates, so please check any certification that is essential to you.

Who it suits

Businesses we support.

  • Agencies juggling several client projects
  • Software teams that need a scrum master or delivery coordinator
  • Businesses building a dedicated remote team that needs a lead
  • Founders ready to hand over day-to-day coordination

Example workflow

How a working week might run

An illustrative example of a coordinator's weekly rhythm.

  1. Plan

    Priorities for the week are agreed with you and set on the board.

  2. Stand-ups

    Short check-ins keep the team aligned and surface blockers.

  3. Unblock

    Blockers are chased and decisions brought to the right person.

  4. Report

    You receive a clear weekly summary of progress and risks.

  5. Improve

    Lessons are captured and processes updated.

Staffing arrangements

Ways to work together.

Project and operations roles usually suit a full-time dedicated arrangement, often alongside a team of assistants they lead.

Part-Time Support

For businesses that need help with selected tasks or limited working hours.

Best for

One task area, such as inbox, bookings or social posts.

  • Flexible working hours
  • Defined task responsibilities
  • Suitable for smaller workloads

Typical setup: 10 to 25 hours a week, one person

Discuss Part-Time Support
Most popular

Full-Time Dedicated Assistant

For businesses that need a remote professional working on a consistent schedule.

Best for

Owners and managers who want one person fully on their workload.

  • Dedicated professional
  • Defined responsibilities
  • Consistent operational support

Typical setup: 40 hours a week, one person

Find a Dedicated Assistant

Dedicated Team

For businesses that need multiple remote professionals across different business functions.

Best for

Growing businesses that need several functions covered at once.

  • Multiple roles
  • Coordinated workflows
  • Scalable staffing arrangements

Typical setup: 3 or more people across different roles

Build My Team

One all-in price, from US$1,100 a month for a full-time assistant.

The final price depends on the role, experience and schedule. No separate management fee, no hidden costs.

  • The assistant's monthly pay
  • Sourcing, screening and a shortlist you interview
  • Free replacement in the first 30 days if the fit isn't right
  • A shared workspace for tasks, attendance, daily reports and leave
  • Contracts, payouts and account support

FAQ

Questions about project and operations management.

Can they lead the VAs we already have?

Yes. Tell us about your current team and we will look for leads with experience managing similar roles.

Do you provide certified scrum masters?

Candidates may hold certifications, but we match on experience and references. Please verify any certification you require.

Which tools do they use?

Common tools include Asana, ClickUp, Jira, Trello, Notion, and Slack. Tell us your stack and we will match on it.

Request a proposal for project and operations management.

Tell us about your business and what you need help with. We'll come back with a recommendation on the right arrangement.

Business information

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