Executive & Strategic Operations Assistant

|ABOUT THE COMPANY|

Dr. Alicia Newsome runs an integrative health, leadership, and education business serving high-performing women and leaders.

Our work sits at the intersection of health, leadership, and execution, and supports women who are successful on paper but overloaded behind the scenes.

Current offers include:

• Private 1:1 functional medicine and health optimization programs
• Group programs and memberships hosted in Skool
• Corporate wellness programs and speaking engagements
• Digital courses and online education
• Dr. Alicia's supplement line
• Ongoing podcast and media appearances
• Upcoming book launch (Worthy of Rest)

This is primarily a remote position, with potential for occasional in-person support if Phoenix-based (East Valley).

|ABOUT THE ROLE|

This role is a strategic operations + executive support hybrid, focused on reducing the founder’s cognitive load, protecting time, and ensuring smooth execution.

Systems and SOPs already exist; this role focuses on maintaining, refining, and simplifying them while executing day-to-day operations.

This is a highly visible role within a growing, values-driven brand.

|YOUR ROLE|

As a company, our goal is to support high-performing women and leaders with excellence, clarity, and clean execution.

This role exists to give time back, reduce cognitive load, and create peace of mind for the founder.

We are seeking a mentally sharp, decisive, and energized Operations Assistant who can zoom out to strategy and zoom in to execution without overwhelm.

This position requires:

• Availability during PST business hours
• Daily email and inbox monitoring
• Ability to respond to internal communication same day within 24 business hours
• Weekly structured check-in / meeting
• Ability to work independently without constant direction

This is not an on-call role, but it does require strong judgment to assess urgency versus non-urgent tasks.

|ONGOING TASKS|

Ongoing responsibilities include:

• Managing and triaging multiple inboxes (client support, media/speaking partnerships)
• Calendar management and scheduling for podcasts, speaking engagements, and recordings
• Booking and coordinating podcast and speaking appearances end-to-end
• Maintaining and updating databases (Notion / GLH / CRM)
• Managing Skool community operations and course content updates
• Supporting client journey systems across Skool, Clarity Flow & Practice Better
• Light project management across launches, programs, and content initiatives
• Managing contractor communications and handoffs
• Lite content repurposing for social media
• Scheduling and managing marketing emails and automations
• Supporting supplement operations as needed (reorders, coordination, production communication)

This role focuses on maintaining, refining, and simplifying systems while executing day-to-day operations with excellence.

|PROJECT BASED TASKS|

Project-based support may include:

• Online launches and funnel execution
• Email campaigns and automation setup (GHL / Clarity Flow / Practice Better/Skool)
• Book launch support (Worthy of Rest)
• Special events, summits, or workshops

All project surges are planned in advance during quarterly or monthly planning.

|IN PERSON TASKS|

If Phoenix (East Valley)–based, there may be occasional project-based, in-person support for:

• Events
• Content recording days
• Photoshoots
• Live workshops

All projects are planned in advance during quarterly or monthly planning. Otherwise, the role is remote.

|WORK EXPECTATIONS|

This is a part-time contracted role averaging 5 hours per week, starting at $30 /hour, with planned increases during launches or special projects.

You are expected to:

• Have strong organizational skills and independent execution
• Maintain consistent communication within 24 business hours
• Use AI as a tool, not a substitute for thinking
• Demonstrate excellence through clean execution
• Think clearly and decisively

This role is for someone who is self-led and can direct themselves. We are looking for someone who can take ownership, protect the founder’s time, and execute with precision, clarity, and strong focus.

|CANDIDATE PREFERENCES|

We prefer candidates with at least 60% of the following experience:

• Experience managing multiple inboxes
• Experience with calendar management and booking coordination
• Experience with Skool community management
• Experience with general CRM and database management
• Experience with Notion
• Experience with GHL platform
• Experience with Clarity Flow / Practice Better
• Experience with Ecommerce Store
• Experience with Zapier Automations
• Experience with email marketing and automation setup
• Experience with online launches and funnel execution
• Experience managing contractor communications
• Experience supporting digital courses or online education
• Experience working with founders in high-performance or health spaces

We are looking for someone who:

• Is mentally sharp and energized
• Thinks clearly and decisively
• Can assess urgency appropriately
• Works independently without constant direction
• Understands that excellence is demonstrated through clean execution

|APPLICATION PROCESS|

Is this a role you can see yourself loving?

Submit this form: https://forms.gle/N3zQzpvv16xjKwFt7

If we decide to move forward, we will have you complete a paid test project.

If you're invited to move forward, you will be paid for this project regardless of if we choose to hire you or not.

We will reach out to you via email if we would like to move forward. If you do not receive an email within 30 days of submission, we decided not to move forward at this time.

Pay: $30.00 per hour

Experience:

• Operations management: 5 years (Preferred)
• Calendar management: 5 years (Preferred)
• online launch: 3 years (Preferred)

Work Location: Remote