Operations Communication Assistant

Job Description

• The Thought Co. is looking for an Operations & Executive Communication Assistant who can bring structure, clarity, and ownership to our daily work. This role sits at the intersection of scheduling, communication, and operations supporting the founder, the therapist team, and our clients.

• If you enjoy turning chaos into clean systems, keeping conversations moving, and making sure nothing falls through the cracks, youll feel at home here.

• Communication Management (Primary Focus)
• Streamline and manage WhatsApp communication with clients and partners.
• Draft clear, warm, on-brand messages in The Thought Co. tone.
• Track messages, reminders, and follow-ups so nothing is missed.
• Support the founder by handling communication overflow and structuring responses.
• Use and refine templates for common communication flows (bookings, reschedules, workshops, updates).
• Maintain clarity for SOS or time-sensitive queries (who to contact, how, and when).
• Keep communication consistent across therapists, workshops, and booking flows.

• Manage therapist calendars with accuracy and care.
• Coordinate all bookings, reschedules, and cancellations.
• Track weekly availability and support last-minute requests where possible.
• Ensure clarity on each session: booked, completed, cancelled, or pending payment.

• Assist the founder with daily task organisation and follow-ups.
• Help prepare for meetings, workshops, shoots, and product days.
• Handle sensitive information with discretion and professionalism.

• Update payment and attendance sheets regularly.
• Support invoice tracking and follow-up through our existing systems.
• Keep basic client and session details organised.
• Coordinate packaging, dispatch, and tracking for products and workshop materials.
• Work with vendors, couriers, and participants when needed.

• Help turn repetitive tasks into simple, documented processes.
• Suggest improvements to make communication and operations smoother over time.
• Create internal checklists and SOPs the team can follow with ease.

More Info

Education