Janesville, Wisconsin | Hybrid | Part-Time, Non-Exempt
$20–$25 per hour, DOE | 20–25 hours per week to start
Position Summary
The Executive Assistant / Operations Coordinator supports Jocelyn Kopac across all active business lines, including the Business Readiness Program (a nonprofit accelerator), fractional CMO client contracts, a few consulting contracts, a software company, a real estate/rental property, and related ventures. This is a part-time, non-exempt, hourly position reporting directly to the President.
Essential Duties and Responsibilities
Calendar and inbox management. Manage a full calendar across every business line. Triage the inbox daily: resolve what can be resolved, flag what needs the President's direct attention, and respond to routine correspondence independently. Monitor Slack. Protect scheduled focus time from competing requests.
Lead follow-up and CRM management. Own the follow-up process from first contact through the sales pipeline, including business cards collected at networking events, website inquiries, and LinkedIn contacts. Enter new contacts into the CRM within 48 hours of collection. Build and run multi-touch follow-up sequences. Route inbound LinkedIn messages to the correct business line.
Nonprofit program logistics. Coordinate two eight-week accelerator cohorts per year, each culminating in a pitch night, and a biweekly guest Masterclass series. Duties include guest booking and prep, cohort session coordination (including meal logistics), and pitch night event logistics from venue booking through run of show.
Grant and sponsorship administration. Manage the nonprofit's grant and sponsorship pipeline: identify funding opportunities, track application deadlines, maintain a boilerplate document library, assemble and format applications to funder specifications, and submit completed applications. Narrative sections are written by the President initially, with potential for the Coordinator to take on writing responsibilities over time, subject to a corresponding pay adjustment.
General operations. Coordinate vendors and contractors, maintain organized digital files, and handle other administrative tasks as needed across the President's businesses.
Qualifications
Required
- Demonstrated organizational skills and reliable follow-through without repeated reminders
- Comfort managing multiple, unrelated workstreams within the same day or week
- Strong written communication skills sufficient to respond to tenant, client, or sponsor inquiries without editing
- Ability to learn new software independently
- Reliable transportation and ability to work on-site in the Janesville, Wisconsin area as required
Preferred
- Prior experience with nonprofit administration or grant applications
- Familiarity with GoHighLevel, Google Workspace, Airtable, or Slack (training provided)
Not required
- Marketing or content experience, but preferred. Content creation is handled by a separate team member.
Work Environment and Schedule
This is a hybrid position based in the Janesville, Wisconsin area. Most work may be performed remotel althought in-office days make it easier to coordinate; in-person attendance is required for cohort sessions, pitch night, and other scheduled events. Scheduled hours are 20–25 per week to start, with potential for increased hours and benefits based on need and mutual fit.
Compensation and Classification
- Pay: $20–$25 per hour, commensurate with experience
- Classification: W-2 employee, non-exempt, hourly
- Hours: 20–25 hours per week to start
- Start date: As soon as a qualified candidate is identified
Who Thrives in This Role
You're organized in a way other people find slightly unnerving. You don't need to be told twice, and when something falls through a crack, you notice and close it.
You're comfortable with variety. Some weeks you're booking a podcast guest, chasing down a contractor, and formatting a grant application in the same afternoon. If that sounds chaotic rather than interesting, this isn't the role for you.
You write well. Not marketing-copy well, but clear, professional-email well.
Nonprofit or grant experience is a real plus. Marketing experience is genuinely not required.
Who Should Not Apply
If you want a job with a stable, predictable, identical week, this role will not suit you. If you require close supervision to stay on task, this role will not suit you either. This position exists specifically so the President is not the one following up on whether things got done.
Transition and Support
The previous person in this role performed it well and is leaving on good terms, for reasons unrelated to the work. She is documenting processes before her departure, so the incoming Coordinator will not start from a blank page. A written operations manual covering all eight business lines exists, along with standard operating procedures for most recurring work.
Equal Employment Opportunity
HABO Ventures Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or any other status protected by applicable federal, state, or local law.
Pay: $20.00 - $25.00 per hour
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
Work Location: Hybrid remote in Janesville, WI 53546
