Hiring an Operations & Systems Manager (Mva)

We're seeking an exceptional Operations & Systems Manager to serve as our Master Virtual Assistant (MVA) and right-hand partner in transforming our growing book publishing business into a well-oiled machine. This is a unique opportunity to build systems from the ground up, manage a growing team, and directly impact the scalability of our operations.

You'll be the operational backbone of our business and the founder's trusted lieutenant—taking on the projects and systems that need to happen but haven't been executed well yet. While operations will be your primary focus, you'll also work closely with the founder on personal projects and help bring creative business ideas to life. This means variety in your day-to-day work and the chance to contribute to both strategic thinking and execution.

We're looking for someone who thrives on creating order from chaos and has the vision to see how systems can scale a business—someone who gets genuinely excited about turning "that thing we do manually every time" into "that thing that just happens automatically now." The role will likely evolve as we learn to work together and discover your unique strengths, but operations and systems will always be at the core of what you do.

what you'll do:
systems & process development: build comprehensive sops (standard operating procedures) for all business operations. Create and manage workflows in Motion for seamless task execution. Develop gpt prompt sequences for book production and sop creation. Organize and optimize Google Drive and Loom spaces for maximum efficiency.

Team & Project Management: Manage and coordinate book production team members. Oversee editorial work and manage editors. Send weekly team updates including task assignments, project status, and accountability check-ins. Set up and manage team communication via Discord server. Handle miscellaneous team communications and coordination.

Book Production & Publishing: Copyright books and manage intellectual property processes. Manage book production pipeline from manuscript to publication across multiple categories (puzzles, cookbooks, health guides, journals, etc.).

Executive Assistant & Strategic Support: Work closely with the founder to pioneer new and creative business ideas. Handle administrative tasks that vary based on current business needs. Support the founder in bringing new concepts to life.

the fun stuff you might dive into:
we've built our name creating puzzle books that people genuinely love solving, but we're expanding into exciting new territories—cookbooks, health guides, guided journals, and more creative projects that help people in different ways. You'll be jumping in right as we're launching our first cookbook, which means you get to help us figure out entirely new production workflows and systems.

You might find yourself setting up Calendly integrations, drafting contracts in JotForm, or systematizing our quality assurance processes. The variety keeps things interesting, and you'll often be the first person to tackle a new type of project before we scale it up.

what we're looking for:
essential hard skills:
exceptional organizational abilities with a systems-thinking mindset.
Project management experience with ability to coordinate many moving parts.
Highly responsive communication - must reply to messages within 24 hours (though we're quite flexible with you, so there may be slow times or sick days where you're off the hook :))
Fluent English with excellent written and verbal communication.
AI proficiency with experience in custom GPTs, automation, and advanced AI applications.
Rigorous attention to detail and quality standards.

Essential Soft Skills:
Self-directed learner who can tackle new challenges independently.
Leadership qualities with a gentle, collaborative approach.
People skills for managing team relationships effectively.
Growth mindset with courage to tackle ambitious projects.

our ideal candidate:
you're our home run hire if you're someone who can work independently without needing to be micromanaged.
Believes everything is possible and has the courage to make it happen.
Stays current with AI tools and knows how to leverage them effectively.
Willing to offer opinions, advice, and knowledge the founder hasn't considered.
Works quickly and efficiently, making substantial progress rather than busy work.
Takes ownership of mistakes and learns from them.
Is honest, transparent, and unafraid to move forward with confidence.

position details:
hours: 30 hours/week to start, with the goal of growing to 40 hours/week as the business expands (this is our first executive assistant hire, so we're learning together!)

schedule: flexible hours that work with your life, but must be available for regular communication
rate: $10-12/hour based on experience

commitment: long-term partnership—we've had team members for 2+ years and want someone to grow with us

frequently asked questions:
how does training work? we believe in collaborative leadership! you'll start with training wheels—we have written and video sops for our basic systems. Once you're comfortable, you'll have full ownership of how we build and improve things. We're hiring you for your leadership abilities, not to be a cog in a machine.

What's the communication style like? We're definitely not micromanagers, but we do have high standards for excellence. If you're detail-oriented and reliable, you'll have significant freedom to create great systems your way. We start with email communication and use Motion for project management, though tools may evolve as we grow.

How is success measured? Initially, success means better organization of our current systems and completing administrative projects on time. Long-term success looks like having repeatable systems for virtually every task in the business, meeting project deadlines with high-quality results, and being someone the founder can turn to for strategic help.

What about tools and software? We cover all premium subscriptions. You'll need experience with ChatGPT or Claude, project management software (we'll train you on Motion), and willingness to learn new tools as needed.

How much decision-making authority will I have? Once you prove your reliability, you'll have significant freedom to make decisions—especially on projects with clear parameters. The goal is for you to learn how the founder thinks so you can make choices they'd agree with. You'll rarely need approval on assigned projects.

What are the hour expectations? You'll start at 30 hours per week, with the goal of growing to 40 hours per week as our business expands and needs more systematic support. The 20-40 hour range depends on how quickly we can build sustainable systems that require ongoing management.

What about work availability and founder dependency? We aim to be as available as possible, though occasional medical appointments may require brief absences. We provide detailed instructions for all assignments, so you're never left hanging. As you build systems, you'll actually become less dependent on the founder over time.

Will this role expand beyond my job description? Operations, systems, and book production will always stay at the core of what you do, but in different seasons there may be more executive assistant or administrative work depending on what the business needs at that time. As you build effective systems, we'll ideally hire other qualified people to run those systems, and you'll maintain a managerial role as head of operations.

what success looks like:
in your first year, you'll help us produce 20+ high-quality books through systematized processes. Build a scalable team that operates smoothly in your absence. Create systems so robust that the founder can focus entirely on marketing and sales. Establish operational excellence that supports rapid business growth.

how to apply:
if you're excited about building something extraordinary and have the skills to turn vision into reality, we want to hear from you. This isn't just a job—it's an opportunity to be instrumental in scaling a growing business while developing your own leadership and systems expertise. Plus, you'll get to see your organizational superpowers directly impact whether someone's evening crossword gets solved or their new favorite cookbook lands in their kitchen.

Ready to transform our business operations? Let's talk.
If you read this far, great work. Please put "Pancakes for Dinner" as the header of your proposal so we know you're considerate and took the time to read.