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
Apply To this Job