Operations & Executive Associate Full Time NEW

CreativeOPTIC is sourcing an Operations & Executive Associate for an exclusive client.

As an Operations & Executive Associate (Operations & Compliance Coordinator / Executive Assistant), you will serve as the operational backbone of the business — removing bottlenecks, protecting the business from vendor and compliance risk, keeping internal systems clean and organized, and handling executive-level support so that leadership can stay focused on growth. 

This is a fully remote role.

WHO WE ARE:

CreativeOPTIC is a digital-first publication company that embodies the holistic blend of Creative Arts, Culture, Travel, Exploration and Technology. We represent a community of intuitive, tech-savvy and talented individuals who consider themselves creators. We give creators the freedom to produce elements native to our individual yet abstract digital reality.

We combine contemporary marketing with the new digital landscape to provide an unparalleled experience-based approach to what would normally be considered traditional or ‘boring’ media. We cultivate engaged and evangelized audiences for the creative community.

Still interested? Keep reading.

THE ROLE:

The ideal candidate is a proactive operator — someone who identifies friction before it becomes a problem and builds systems that prevent it from happening again. You are equal parts compliance-minded and execution-focused. You can hold a vendor accountable in writing, organize a messy Google Drive, purchase a software subscription on behalf of leadership, and draft an SOP all in the same week. You do not wait to be told what needs fixing. You find it, flag it, and handle it.

THE ENVIRONMENT:

This is a fully remote role. You will operate independently while staying closely aligned with leadership. No two days will look exactly the same — you may be drafting a vendor dispute rebuttal in the morning, reorganizing a shared drive in the afternoon, and researching a software purchase by end of day. The throughline is always the same: keep the business running cleanly and remove anything slowing it down.

You are highly organized, calm under pressure, and thrive without micromanagement. You take ownership of your responsibilities and follow through without being chased. Strong written communication is non-negotiable — you will regularly represent the business externally.

MAJOR DUTIES / RESPONSIBILITIES:

Vendor & Compliance Management

• Vet all new vendors, platforms, payment processors, and partners before onboarding — asking contingency, dispute, and termination questions in writing
• Maintain a live document of active vendor terms, dispute processes, reserve policies, and escalation contacts
• Own all inbound and outbound communication with payment processors and external platforms
• Draft and send dispute rebuttals, compliance inquiries, and escalation correspondence on behalf of the business
• Track and document all dispute and chargeback activity, outcomes, and response timelines
• Monitor active platform accounts for flags, policy changes, or risk signals
• Identify gaps in current vendor agreements and flag areas of exposure proactively
• Stay current on payment industry practices, platform policy updates, and compliance standards relevant to digital businesses

Internal Operations & Systems

• Own and maintain the business’s Google Drive — folder structure, file naming conventions, access permissions, and overall organization
• Build and maintain SOPs for all recurring business processes, onboarding procedures, and internal workflows
• Create employee-facing documentation so that any role in the business can be executed consistently without direct oversight from leadership
• Audit existing systems regularly and propose improvements to keep operations clean and scalable
• Ensure all internal documentation is up to date, accessible, and organized for the team

Executive & Procurement Support

• Handle purchasing on behalf of the business owner — software subscriptions, tools, supplies, or any other business needs as directed
• Research and present options before purchases are made, summarizing cost, terms, and any relevant risk
• Manage recurring subscriptions and vendor accounts, flagging renewals, price changes, or terms updates
• Coordinate with leadership to brief on operational risks, open items, and time-sensitive decisions
• Clear bottlenecks across any area of the business before they reach the owner’s desk
• Handle administrative tasks, scheduling coordination, and executive support as needed to protect leadership’s time

QUALIFICATIONS:

• Extremely self-motivated, proactive communicator who flags issues before they escalate
• Deep background and understanding in fintech, SaaS operations, payments, paralegal work, executive assistance, or vendor and contract management
• Experience navigating payment disputes, chargebacks, or compliance issues on payment platforms such as Affirm, PayPal, Payva, ClarityPay
• Deep background and understanding with Fanbasis, Whop, Skool and other creator economy platforms
• Deep background and understanding with GoHighLevel (GHL) including pipelines, contacts, automations, and account settings — experience managing or auditing a GHL account on behalf of a client is preferred
• Highly organized with strong documentation habits is second nature — building trackers, building and maintaining SOPs, operational documentation and live records from scratch
• Experience owning and organizing shared file systems such as Google Drive or Notion
• Strong written communication skills — you will represent the business externally in all vendor correspondence
• Comfortable making purchases and managing accounts on behalf of a business owner with full accountability
• Comfortable working independently with minimal oversight in a fast-moving environment
• Ability to manage multiple priorities simultaneously without dropping the ball

***PLEASE NOTE THIS IS A PAID MONTHLY RETAINER GIG***

This candidate will be responsible for protecting and organizing the operational infrastructure of the business — from vendor relationships and compliance to internal systems and executive support.

By working cross-functionally, this candidate will understand friction from every angle and will build the systems, processes, and documentation that keep the business running smoothly at scale.