Operations & Business Development Support

**Engagement:** Part-Time

**Hours:** 20 Hours per Week

**Starting Rate:** $5 USD per Hour

**Client Time Zone:** Mountain Time (MT)

**Schedule:** Exact working hours TBD. Candidates must be willing and able to work within the client's Mountain Time operating hours.

**Growth Potential:** This role is expected to grow in responsibility and may expand in hours as the working relationship develops.

## About the Role

Project Outsource is looking for an experienced Contractor to support an established business owner, speaker, and entrepreneur.

This is not a role for someone who simply waits for a task list.

The right person will begin by taking ownership of core executive and administrative functions, then progressively become a trusted right-hand partner who understands the client's business, communication style, priorities, systems, and relationships well enough to anticipate what needs attention.

The goal is to remove operational work from the client's plate so she can spend more of her time on speaking, creative work, relationship-building, and business growth.

The role will begin with clearly defined responsibilities and expand gradually as trust, familiarity, and capability develop.

## Initial Responsibilities

### Email & Inbox Management

- Review and organize the client's inbox.

- Filter low-priority and unnecessary email s.

- Surface messages requiring the client's attention or response.

- Maintain a clear system for priorities, follow-ups, and outstanding conversations.

- Draft responses in the client's tone and voice.

- Progress toward independently handling appropriate communications once trust and approval have been established.

- Track important conversations so opportunities and commitments do not disappear into the inbox abyss.

### Calendar & Executive Support

- Maintain and organize the client's calendar.

- Coordinate meetings and appointments.

- Identify scheduling conflicts and priorities.

- Help protect the client's time by keeping commitments organized and visible.

- Track follow-ups and action items resulting from meetings and conversations.

### Speaking Opportunity Research & Outreach

As the EVA becomes established in the role, responsibilities will expand into business-development support, including:

- Researching relevant speaking opportunities.

- Identifying conferences, podcasts, events, workshops, organizations, communities, and other appropriate platforms.

- Researching contacts and decision-makers associated with those opportunities.

- Maintaining an organized pipeline of potential opportunities.

- Conducting initial outreach using approved messaging and the client's communication style.

- Following up consistently on active opportunities.

- Tracking conversations and outcomes within the appropriate system or CRM.

**Previous experience with speaking engagement outreach, podcast guest outreach, PR outreach, lead generation, partnership development, or similar research/outbound work is highly desirable, but not required.**

Strong research skills and the ability to determine whether an opportunity is actually relevant are more important than blindly producing enormous lead lists.

### CRM & Relationship Management

- Maintain accurate contact and opportunity records.

- Track communications, follow-ups, and next steps.

- Help ensure promising relationships do not fall through the cracks.

- Maintain speaking and business-development pipelines.

- Support ongoing relationship nurturing.

- Enter and maintain lead information generated through networking and other business-development activities.

### Systems & Process Support

The EVA should become familiar with the client's existing workflows before attempting to reinvent them.

You will be expected to:

- Learn existing processes and systems.

- Document recurring workflows as you learn them.

- Identify missing steps, bottlenecks, or recurring administrative problems.

- Recommend practical improvements.

- Build repeatable systems for recurring responsibilities.

- Use automation and AI appropriately to reduce repetitive work.

- Maintain documentation so important processes do not live exclusively in someone's head.

You are not being hired to independently create the client's business strategy.

You **are** being hired to understand how the business operates, execute reliably, recognize opportunities for improvement, and gradually take greater ownership of its day-to-day operations.

## Technology & Tools

The client's current and anticipated technology stack includes:

- ** ---------- ** – project and workflow management

- **Streak CRM** – email -based CRM and opportunity tracking

- **Google Workspace / Email & Calendar tools**

- **Slack** – ongoing communication and collaboration

- **Zoom** – meetings and direct communication

- **Claude and other AI tools** – research, communication assistance, workflow support, and automation

- Other CRM, automation, research, and productivity tools as required

Previous experience with ** ---------- and/or Streak CRM is preferred but not required.**

We care more about whether you can quickly understand unfamiliar software, troubleshoot independently, and confidently learn new systems than whether every tool happens to appear on your résumé.

## Communication Expectations

This role will eventually involve communicating externally on the client's behalf.

Excellent written and spoken English is therefore essential.

The successful EVA should be capable of:

- Learning the client's tone, preferences, and communication style.

- Drafting messages that sound natural rather than templated.

- Using AI responsibly to help replicate the client's voice without blindly sending AI-generated content.

- Communicating professionally with prospects, partners, event organizers, and other business contacts.

- Asking clear questions when information is genuinely missing.

- Providing concise updates without requiring the client to chase for status.

- Knowing when something can be handled independently and when the client needs to make the decision.

Voice notes, Slack, email , and Zoom may all be used depending on the situation.

## What We Are Looking For

### Required

- Strong written and spoken English.

- Experience providing executive, administrative, operations, or comparable remote support.

- Excellent online research skills.

- Strong organization and follow-through.

- Comfortable working with CRM and project-management systems.

- Comfortable using AI as a productivity tool.

- Ability to learn new technology independently.

- Ability to manage multiple ongoing conversations, tasks, and follow-ups.

- Strong judgment regarding priorities and escalation.

- Comfortable working within Mountain Time business operations.

- Reliable computer and internet connection suitable for professional remote work.

- Willingness to document processes and continuously improve how recurring work is handled.

### Preferred

Experience in one or more of the following would be particularly valuable:

- ----------

- Streak CRM

- Executive inbox and calendar management

- Lead generation

- Speaking opportunity research

- Podcast guest outreach

- Conference or event research

- Partnership or referral outreach

- CRM administration

- Business development support

- AI-assisted workflows

- Workflow automation

- SOP and process documentation

You do **not** need experience in every area listed above.

We would rather hire someone who demonstrates strong judgment, curiosity, ownership, and learning ability than someone with a long software list who needs instructions for every move.

## What It Means to Be an EVA at Project Outsource

At Project Outsource, an EVA is not simply an assistant who completes assigned tasks.

Our standard is **proactive ownership**.

We expect our EVAs to understand the intended outcome behind their work, learn the systems surrounding it, and progressively require less supervision as they develop familiarity with the client.

That means:

**Own the outcome.**

If you accept responsibility for something, you are responsible for seeing it through.

**Communicate proactively.**

Do not wait until a deadline has passed to announce that something is blocked. Raise issues early, explain what you have already tried, and identify what you need to move forward.

**Be resourceful before escalating.**

Research. Search the documentation. Check the system. Use available tools. Think through the problem. Then ask for help when judgment, authorization, or missing information genuinely requires it.

**Document what you learn.**

If something will happen again, help create a process for it. Good operations should become easier and more repeatable over time.

**Use AI intelligently.**

AI is a tool, not a substitute for judgment. Use it to research, organize, draft, analyze, and accelerate work, but you remain accountable for the quality and accuracy of the final output.

**Improve the system.**

If you repeatedly encounter the same inefficiency, do not simply become faster at tolerating it. Identify it, document it, and recommend a better way.

**Know when to escalate.**

Ownership does not mean making decisions outside your authority. Strong EVAs know the difference between a problem they can solve and a decision the client needs to make.

## Our Culture: Be an Adult.

Project Outsource operates under one standing rule:

**Be an adult.**

Take ownership. See things through until they are done. Communicate when something is wrong. Keep your commitments. Ask for help when you genuinely need it. Treat clients, teammates, and confidential information with integrity.

We do not expect perfection.

We do expect accountability.

If you make a mistake, own it, correct it, learn from it, and help prevent it from happening again.

## What Success Looks Like

During the early stage of the engagement, success means learning the client's systems, organizing core administrative responsibilities, establishing reliable communication, and building trust.

From there, the EVA should progressively take ownership of recurring workflows, external communication, CRM management, research, outreach, and business-development support.

Over time, the client should no longer need to remember every follow-up, check every routine email , or personally keep every operational detail moving.

The long-term objective is simple:

**Become the person who helps make sure the business keeps moving even when the client is focused elsewhere.**

For the right person, this is intended to become a long-term relationship with increasing trust, autonomy, responsibility, and potential working hours.