Team Assistant Job

The Team Assistant will be responsible for a variety of tasks and projects for multiple Aeolidia team members, aiding them to focus on high-level work while knowing the important details are all being taken care of.

This is a part-time contract position, at about 10 hours a week, with room for growth in hours.

About Aeolidia

Aeolidia is a “one stop shop” design agency that develops brands and creates story-centered ecommerce websites for designers, artisans, and curators, since 2004.

Our team is united in our common goal of taking creative businesses to the next level. Each person who works at Aeolidia embodies these characteristics:

• Diligent achiever: Committed to exceeding expectations on each and every project.
• Curious learner: Continuously improves skills and knowledge and challenges assumptions.
• Humble expert: Confident about own work, open-minded, and ego never gets in the way.
• Positive ally: Proactively takes responsibility and finds win-win solutions.
• Creative supporter: Enthusiastic about helping small designer businesses succeed.

Read about our core values in detail here.

A Day in the Life

As the Team Assistant, you will work closely with our Founder to save her time and effort, while making her initiatives more effective. You will also assist our Director of Operations, Ecommerce Strategist, and Project Managers with routine tasks.

You pride yourself on staying highly organized and paying attention to the smallest details. You are energized by carrying out project plans and ensuring everything (and everyone) remains on track to complete projects on time. Deadlines and to-dos are your jam, and you pride yourself on lining everything up and hitting targets on time.

You are very detail-oriented and will make sure nothing slips through the cracks. You will be responsible for setting up our internal work tasks and routine tasks for client projects in ClickUp. You will be comfortable in Hubspot, Kit, ClickUp, and Zapier, and can find and organize information and automate tasks to save our team time and effort.

This role is an individual contributor in our company, but you will work closely with other team members to coordinate our efforts. You will report to the Founder.

Regular tasks may include:

• Triaging email inboxes and responding to simple requests; highlighting priorities and creating digests of everything else.
• Coordinating scheduling and setting up tasks in ClickUp for in-person and online events.
• Organizing new projects in ClickUp, closing out finished projects.
• Keeping client and project information updated in our Notion databases.
• Compiling information about new clients and completed projects into digests.
• Keeping our tech stack (list of software, renewal dates, and pricing) updated, and checking in on seats before each renewal date.
• Sending gifts to clients, partners, and employees as requested.
• Helping our project management team set up and close projects.
• Building out shop navigation for clients in the Shopify admin.
• Quality Assurance testing for websites, including Clarity audits and accessibility audits.
• Post-launch 404 reports.
• Adding and updating entries in our app database.
• Adding and updating entries in our partner/marketing database.
• Pulling and preparing Shopify analytics for our Ecommerce Strategist.
• Adding affiliate software leads and submitting managed accounts.
• Refining, organizing, and creating SOPs for internal work.
• Data entry.

You Might Be a Great Fit If

First, before we dive in, did you know that, “Men apply for a job when they meet only 60% of the qualifications, but women apply only if they meet 100% of them?” [reference] If you saw the list of tasks above and they looked like things you could do, please apply even if you aren’t a 100% fit for the things below!

• You are comfortable learning new software and getting software and apps to integrate and automate tasks.
• You can take in a lot of information and prioritize it based on goals and resources.
• You’re comfortable receiving and following instructions, collaborating with a multi-faceted team, and doing your part to ensure every project is completed on time.
• You can receive constructive feedback with grace and humility, and always look to improve your work.
• Instead of passively waiting for instructions, you proactively reach out to ensure your work is effective and meets the current needs.
• You have strong organizational skills to manage deadlines, achieve optimal results, and effectively ease the team’s burdens.
• You have analytical and problem-solving skills to identify productivity problems and solve them.
• You’re not someone who settles for the status quo. You continuously look for ways to improve and streamline the company’s processes.
• You’re focused and diligent, and you make a point of not letting important things or smaller details slip through the cracks.
• You’re not easily distracted by notifications, Slack, and email; you prioritize proactive work over reactive work and can carve out clear time to focus on projects.
• You’re an excellent communicator – clear, concise, and consistent in your approach.
• You’re energized by being part of a team and enthusiastic about supporting our existing proven processes.
• You can commit to working about 10 hours per week, with flexibility to increase the number of hours.
• You have a reliable internet connection.

Bonus Points

• You’ve been in a team assistant role before.
• You can work during normal working hours in the Pacific Time zone.
• You’ve worked with and supported creative small businesses.
• You’re familiar with the following software:
  • ClickUp
  • Notion
  • Zapier
  • Hubspot
  • WordPress
  • Kit

Perks & Benefits

As part of the Aeolidia team, here are some benefits we will offer you:

• Flexible work schedule.
• Remote work position.
• 4 day weeks (we take Fridays off).
• Our virtual office is closed for two weeks during the winter holiday season.
• A culture of flexibility and freedom in decision making, problem solving, an autonomous work environment, and ownership of your position and responsibilities.

The hourly rate for this role will be based upon your experience and skillset, and will fall between $20 and $30 hourly.

Aeolidia is an equal opportunity employer. We’re Black owned, woman owned, and have 100% female leadership. Diversity isn’t just a value for us, it’s literally who we are as people, how we live and exist in the world and in our bodies. We believe our variety of backgrounds, beliefs, and experiences to be critical to our success. We are passionate about creating a welcoming, supportive, and collaborative environment for all employees. All are encouraged to apply as we continue to grow a smart, committed, and diverse team who love working together to build something that matters.

How to Apply

• Apply by the end of day June 8th, 2025.
• Attach your resume in PDF format.

P.S. If you’re not interested in or available for this position, but know someone who might be, we would really appreciate it if you passed this along!