Executive Assistant & Project Manager

Position Overview: Sagebrush Ltd. is looking for a highly organized and proactive Executive Assistant & Project Manager to support and grow our facilitation and consulting business. This remote, hourly position starts at 20 hours per week, with potential for more as the business grows.

The Executive Assistant & Project Manager will help manage operations, coordinate client relationships, contractors, track projects, and support marketing efforts. This role requires someone who is strategic, organized, and able to keep multiple projects moving smoothly.

This role directly supports Sagebrush’s mission and vision of empowering organizations and communities to flourish by providing exceptional facilitation and consulting services. The ideal candidate will align with Sagebrush’s core values, ensuring a sense of belonging, embracing openness and vulnerability, fostering connection, and promoting mindful collective action.

Key Responsibilities:

Business Operations & Project Management:
Use Zoho One (Projects, CRM, Campaigns, Cliq, etc.) to track and manage operations.
Support the Founder with client inquiries, including intake, proposals, contracts, and project tracking.
Assist the Founder with Independent Contractor assignments, ensuring projects are properly staffed and on track.
Work with the Founder to coordinate business strategy and service delivery.
Organize and maintain project files in Google Drive.
Improve internal business processes for efficiency and scalability.
Develop training materials and best practices for Contractors to use Zoho One, Google Drive and other tools.

Client & Contractor Management:
Track client engagement from first contact, contract execution to completed project.
Schedule meetings, follow up with clients, and manage communications.
Prepare and update Statements of Work (SOWs) and contracts for contractors and track project progress.
Compile session evaluations and provide summaries for the Founder.

Marketing & Outreach:
Assist with outreach efforts to increase business visibility.
Create and send quarterly newsletters and client updates.
Manage LinkedIn updates, create an Instagram account, and update the website (Wix).
Design marketing and promotional materials to maintain a strong brand identity.

Project Invoicing & Expenses:
Assist with project invoicing and tracking expenses.
Help ensure financial sustainability, increased profitability and business growth.

Facilitation Support:
Send email communications to participants to prepare them for upcoming sessions and provide follow-up documentation, notes, and next steps.
Help document facilitated sessions and projects through notes, photos, and summary reports.

Ideal Candidate Qualifications:
Highly Organized: Able to manage multiple tasks and meet deadlines.
Proactive & Self-Motivated: Takes initiative and solves problems independently.
Strong Communication Skills: Excellent English language skills. Comfortable with phone, Zoom, and email communication.
Tech-Savvy: High proficiency with Google Suite, Zoho One, AI tools, and other digital platforms.
Marketing & Outreach Experience: Skilled in branding, content creation, and client engagement.
Project Management Mindset: Able to track deliverables, manage timelines, and optimize workflows.
Aligned with Sagebrush Values: Committed to belonging, openness, connection, respect, and collective action.
(Preferred) Facilitation Experience: Familiarity with facilitation and organizational development is a plus.