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Operations and Executive Support Partner to the Founder
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Yvonne Ellen and CF Living Freelance Partner
Yvonne Ellen is a premium, playful British homeware and lifestyle brand, DTC and licensing, with a loyal audience in the UK and US. CF Living is an HMO property portfolio and commercial properties. The Founder runs both from London and is looking for one organised, proactive freelance partner to keep the operations moving and produce the reporting both businesses run on.
This is a deliverables-based freelance engagement of 15 to 20 hours a week maximum (about 65 to 87 hours a month). You set your own hours around the agreed deadlines below; most of the work suits weekday mornings UK time, which fits South African hours well.
What You Deliver
Yvonne Ellen
- Founder's inbox and diary kept current: same working-day turnaround during UK business hours, attachments filed, scheduling prioritised.
- Weekly trade and merchandising pack by 10:00 each Monday, built from the instruction files with Claude, Shopify, Supermetrics, Klaviyo and Cin7: source data checked, anomalies noted, connector faults flagged the same day.
- Monthly reporting pack, e-commerce performance report and board pack compiled from section owners' inputs within five working days of month end; directors' dashboards kept current.
- Meeting recap and actions issued from the Fyxer digest with a named owner for each action in ClickUp.
- Customer service escalations and licensing partner queries routed to the named owner and tracked to closure.
- Weekly Instagram coordination with the creative team: content calendar current, posts scheduled, gaps flagged.
CF Living
- Compliance register maintained for [N] HMOs and [M] commercial units: gas safety, EICR, EPC, HMO licence and occupancy conditions, fire risk assessment, alarm and emergency lighting servicing, PAT, legionella, deposit protection and Right to Rent, insurance renewals. Anything within 60 days of expiry flagged the same day; anything within 30 days booked. The Founder is the accountable owner; you track, chase and evidence.
- Lettings tracker run with the agents: vacancies chased weekly, re-let admin coordinated, licence occupancy records current.
- Reactive and planned maintenance coordinated with agents and contractors; tenancy admin and liaison with solicitors, insurers and licensing teams.
- First-pass property sourcing and due diligence support: report pulled, appraisal template populated, key numbers flagged. Investment decisions remain with the Founder.
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Across Both
- Daily progress note to the Founder by 12:00 on tasks completed and blockers; ClickUp kept current daily; team followed up on delegated actions.
- Weekly payment run prepared by Thursday and invoices reviewed with the bookkeepers; operational expenses tracked for both entities.
- Monthly CF Group management accounts report and board meeting minutes.
- Monthly systems status report (A2X, Cin7, Tidio, Supermetrics); dashboard and connector faults flagged.
- Recruitment process admin: adverts posted, applications tracked, shortlist run, interviews scheduled, onboarding documents issued.
- Process improvements identified and implemented, including AI tooling across the team.
About You
- Excellent organisation and communication.
- You already use an AI assistant every day to draft, summarise and build reports from instructions (we use Claude); this is essential, and shortlisted candidates complete a short paid task using it.
- Good data sense: you notice when a number looks wrong before it goes out.
- Comfortable in Excel or Google Sheets, Shopify admin, ClickUp and Xero invoice review; working knowledge of Klaviyo reporting, Supermetrics and Cin7 a strong advantage.
- Property or HMO experience is essential for the CF Living work; e-commerce experience is essential for the Yvonne Ellen reporting.
- Strong team coordination and a collaborative relationship-builder.
- You run your own business and may, with notice, send a suitably qualified associate to deliver in your place.
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Your First 30 Days
- Build the CF Living compliance register and property master records (a separately priced project).
- Close out the open Yvonne Ellen follow-ups with the outgoing team member.
- Land the weekly pack rhythm.
What Success Looks Like at 90 Days
- Weekly pack in the Founder's inbox by 10:00 every Monday without prompting.
- Compliance register 100 percent current with no item inside 30 days unbooked.
- Founder's inbox actioned same day.
- Monthly pack and management accounts report delivered within five working days of month end.
- Daily progress note every working day.
How to Apply
Send your CV and written answers (150 words each) to three questions:
- Describe a reporting or admin process you took over and made run without being chased.
- How do you keep two unrelated businesses organised in the same week?
- Give one example of using an AI assistant to do real work, and what went wrong the first time.
If you prefer, you may add a 2 to 3 minute audio or video note instead of the written answers. Shortlisted candidates complete a 45 minute paid task (build a one-page pack from a sample export and instruction file using Claude) followed by a 30 minute call. We can adjust any stage of the process for accessibility, just ask.
Applications to vidhya@yvonneellen.com. Rolling; we move fast for the right person. Application data is kept for six months and then deleted.
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