Project Management Assistant

# ClickUp Project Management Assistant ## Recommended Hours: 15-20 hours/week ## Primary Responsibility (70% of time) ### ClickUp Project Management System • *Setup & Architecture:** - Build comprehensive ClickUp workspace with separate spaces - Set up automation rules for task assignments - Build dashboards for each organization • *Daily Management:** - Update task statuses based on team input - Move cards through workflow stages - Create and assign new tasks from meeting notes - Set reminders and due dates - Flag blockers and dependencies - Maintain project timelines • *Reporting:** - Generate weekly status reports from ClickUp data - Create visual progress dashboards - Track completion rates and bottlenecks - Prepare organization update templates for Monday meetings ## Secondary Responsibility (30% of time) ### Project Management Communication • *PM Coordination:** - Send task reminders, Request updates, Flag dependencies, Schedule check-ins • *Newsletter Distribution (not writing):** - Take completed newsletter content from team - Format in email platform (Mailchimp/similar) - Schedule send times - Maintain distribution lists - Confirm delivery and track open rates ## Key Skills Required ### Must-Haves: ✅ **ClickUp expertise** (or similar tools like Asana, Monday.com, Notion) ✅ **Project management understanding** - knows how to structure workflows ✅ **Strong written communication** - can write professional emails ✅ **Tech-savvy** - learns new tools quickly ✅ **Detail-oriented** - nothing falls through the cracks ✅ **SDR/Fundraising/Development** - tracking communications, structuring clickup for fundraising funnel ### Nice-to-Haves: - Experience with grant or nonprofit project tracking - Basic data visualization skills - Google Workspace proficiency - Email marketing platform experience ## Sample Weekly Schedule ### Monday (4 hours) - Attend weekly meeting (or review recording) - Update all ClickUp boards based on meeting - Create new tasks from action items - Send any follow-up communications ### Tuesday (3 hours) - Check task progress - Send reminder emails for Wednesday deadlines - Update dashboards - Draft funder update if needed ### Wednesday (3 hours) - Mid-week check-in on all projects - Flag any blockers - Prepare status summary - Handle communication requests ### Thursday (3 hours) - Update boards for end-of-week - Prepare Monday meeting templates - Send Friday deadline reminders - Draft any weekend event communications ### Friday (2-3 hours) - Weekly report generation - Archive completed tasks - Set up next week's boards - Send week-end summary ## First Month Priorities: Week 1: Map all current projects into ClickUp Set up organizational structure Create initial automation rules Week 2: Build dashboards and reporting views Create task templates Set up reminder workflows Week 3: Test communication flows (reminders, updates) Set up newsletter distribution system Refine based on team feedback Week 4: Full system running All automations active Team trained on using their views ## The Ideal Candidate: Someone who: - **Loves building systems** in ClickUp/similar tools - **Communicates clearly** but doesn't need to be a writer - **Follows up reliably** without being asked - **Enjoys making order from chaos** Apply tot his job