At Polaris, we’re on the lookout for a driven, detail-oriented, and marketing-savvy Executive and Operations Assistant to join our world-class team. If you thrive in fast-paced environments, love the idea of being the operational backbone of a company’s marketing engine, and have strong hands-on experience with GoHighLevel, content creation, CRM systems, and social media, this role is for you.

Polaris is a consulting agency with a bold mission: To help 1 million Founders to leverage time, reclaim freedom, and scale without sacrifice. We’re the only firm blending coaching and done-for-you services through a hybrid model — empowering our clients with strategic delegation, streamlined operations, and scalable systems.

Support the smooth running of daily operations by being the organized, reliable, and detail-oriented assistant a busy Founder or team can count on. In this role, you’ll bring structure to calendars, systems, and communication — making sure tasks move forward, things don’t fall through the cracks, and the business stays on track. If you take pride in being process-driven, love organizing behind-the-scenes details, and enjoy making things run like clockwork — this role is for you.

Executive & Administrative Support

• Manage the Founder’s calendar, agenda, and priorities
• Organize files, documents, and drive structure for optimal access
• Track receipts, manage invoices, and assist with light finance-related admin

Project & Task Coordination

• Maintain project dashboards (ClickUp, Asana, Notion, etc.)
• Follow up with internal team and external vendors to ensure timely task completion
• Support coordination of internal launches, client onboarding, or internal sprints

Systems & Process Optimization

• Create, document, and update SOPs for recurring tasks
• Identify inefficiencies and propose streamlined workflows
• Manage backend tools (GDrive, Calendly, Slack, Zapier, etc.) to keep operations lean

Inbox & Communication Management

• Monitor and triage inboxes, DMs, and internal messages
• Draft and send communications on behalf of the Founder where appropriate
• Ensure smooth team communication across Slack, Zoom, and email

Travel & Routine Management

• Book and coordinate travel, event logistics, and personal appointments
• Support routine management: task reviews, weekly planning, reminders, and check-ins
• Provide accountability support for personal and professional commitments

• At least 3 years of experience working remotely in a fast-paced support role for online businesses based in North America, Australia and/or Europe
• Strong written and verbal English communication skills
• High attention to detail, time management, and follow-through
• Experienced with tools like Google Workspace, Slack, ClickUp, Notion, Calendly, Zoom, Zapier
• Proven ability to organize, prioritize, and manage multiple workstreams simultaneously
• Understanding and experience with handling confidential information
• Proactive, resourceful, and always thinking two steps ahead
• Comfortable working across time zones differences
• (Highly preferred by not mandatory) background in supporting Founders in fast-scaling online businesses

Role Results (KPIs): *Specific targets to be defined*

• ≥ 95% on-time completion of assigned tasks and projects
• <15 minute responsiveness to Founder and team during shift time
• Consistent with clearing emails and calendar updates daily
• SOP documentation accuracy and organization hygiene
• Ability to proactively free up 10+ hours / week for Founder

Work Schedule:

• Full time position. 8 hours per day. Monday to Friday.
• Exact shift times will be based on the job role.
• Depending on the demand, you may be required to work during any of these timezones: All North American time zones. European time zones, Australia/Asia Pacific time zones.

Compensation Structure and Perks:

• Hourly rate starting from 4 USD / hour
• Eligibility to earn quarterly bonuses of 800 USD or more per year
• Access to training and coaching for ongoing career development
• Pay rise potential according to experience and performance
• Opportunity to be hired for projects at higher one-off fees on top of standard salary 
• Work from home privilege
• Opportunity to work alongside a high-performing VA team and world class Founders



Please do NOT private message us regarding this job. We have a hiring process in place and will only accept applicants who can follow the process.