Operations Assistant

✅ Requirements

Three things are required.

• Detail oriented. You catch what everyone else scrolled past. Errors bother you.
• A systematic and strategic planner. You think in process, dependencies, and what happens next, and you write it down so the next person does not have to guess.
• Flexible. Priorities move in a growing firm. You move with them without losing the thread.

Also required:

• English at C1 or above. You will be talking to American small business owners about their money
• Two or more years in operations, executive support, or administrative coordination
• Available 8:00 AM to 5:00 PM Arizona time, Monday through Friday
• Comfortable with AI tools, and clear that you check the output before anyone else sees it

We hire, develop, and review against five core values. If these are not you, this seat will not fit.

• Mistakes are Learning Opportunities. You name your own errors before anyone finds them, and you change what you do next.
• Embrace Self-Responsibility. You bring a solution with the problem, and you flag what you need before it is late. Nobody here will hold your hand, and nobody here wants to.
• We Practice Grit. You finish hard things. You stay calm when a deadline is on fire, and you keep the small plates spinning while you handle the big one.
• We Lead With Integrity. You say what actually happened. Gaps, mistakes, and bad news reach us from you first.
• We Grow Together. You are generous with what you know, you ask for help early, and you are kind to a client having the worst financial day of their year.

🎯 What You Will Own

• Own inbox and calendar coordination for the owners: scheduling, follow-ups, and making sure nothing sits waiting
• Build, document, and improve internal SOPs and workflows
• Run client onboarding end to end, with organized documentation and clean handoffs
• Work alongside our AI systems, reviewing everything they produce before any of it reaches a client
• Track projects and deadlines across an eight-person team, and tell us before something slips
• Research options and bring them back when a decision needs one
• Keep records, files, and systems organized so anyone can find anything without asking

You own your work. When a call is genuinely ours to make, you bring it to us with the option you would pick and why.

PTO and quarterly bonuses

Hours: full time, 8:00am to 5:00pm Arizona time, Monday through Friday.

Compensation: $1,500 to $2,500 USD per month, based on experience.

Trial: two weeks, paid, before either of us commits.

Pay review: annually, on a fixed date written into your agreement.

PTO and quarterly bonuses.

Strong candidates hear back within two business days.

Extra points!

• Familiarity with QuickBooks Online, Gusto, or GoHighLevel
• Experience writing SOPs from scratch rather than following someone else's
• Direct support experience for founders or a small leadership team
• Project management training or certification

We are Cactus Blossom Financial, a virtual bookkeeping, CFO, and tax firm in Arizona. Eight people, two owners, and a client list growing faster than two founders can run operations for.

This seat reports directly to both owners. You are the person who keeps the business running while the rest of the team keeps the books. You will own our internal systems, our SOPs, our client onboarding, and the calendar and inbox the whole firm moves through.

Our clients arrive scared and embarrassed about the state of their finances. We meet them warm, friendly, and without judgment, and that is the whole difference between us and the last firm they left. You will be one of the voices they hear.