About the role We're looking for an exceptionally organized, reliable, and proactive Operations Assistant & Marketing Coordinator to keep our marketing engine and executive operations running smoothly.
This is a dual-purpose role: you'll own the daily execution of our social media scheduling and team promotion system, while also providing personal and administrative support on other operations.
This is not a creative role, but an operational backbone role.
We need someone who finds satisfaction in well-run systems, never drops a ball, and communicates clearly with internal teams.
Marketing experience is not required; the willingness to learn our tools and processes is.
What you'll own Marketing coordination & Events Support (approx.
70% of time) Social media scheduling: Load 30-44 scheduled posts per month across all platforms and sub-brands (Executive Search, Makers & Movers, Gala, Podcast, Site Visits) into our scheduling tool.
Verify all assets, captions, and links before publishing.
Team promotion emails: Send daily team promo emails segmented by audience group (Group A: 2x/week; Group B: 2x/week; Group C: 1x/week).
Each email goes to the correct group on the correct day with clear call to action.
Asset preparation: Pull and organize creative assets from the team, ensure naming conventions are followed, and maintain a clean shared library.
Light project coordination: Track marketing deliverables in our project management tool; nudge owners on deadlines; flag risks early.
Inbox and query management: Be the first responder to internal questions about social posts, team promo, and content scheduling.
Events support: STRIPE invoicing, reservations for hotels, meals, and other vendors based on requirements Executive & Operations support (approx.
30% of time) Travel arrangements: Book flights, accommodation, and ground transport; build itineraries; manage changes for COO.
Expense management: Process expense reports and reconcile receipts.
Ad hoc personal admin: Various tasks that come with supporting a busy founder.
Who you are Reliable to a fault.
When you say something will be done, it's done.
You don't need to be chased.
Systematic.
You build small systems (checklists, templates, recurring reminders) so nothing slips.
Clear written communicator.
You write professional, concise English (or [primary language]) in emails and Slack.
Tech-comfortable.
You can learn new tools quickly: scheduling platforms (Buffer, Later, or similar), project management (Click Up), email tools, calendar systems, AI assistants.
Discreet. You'll handle confidential information, financial, personal, strategic, and treat it that way.
Proactive. When you spot a problem, you flag it and suggest a fix instead of waiting to be told.
Nice to have Previous experience as a PA, EA, or marketing assistant in a fast-moving environment Familiarity with social media scheduling tools Comfort with AI tools (Chat GPT, Claude) for drafting and admin acceleration Multilingual What success looks like in the first 90 days Day 30: All social posts and team promo emails go out on time, on the right channels, to the right groups.
All STRIPE invoicing is neat and managed.
Day 60: You've built or improved at least two standard operating procedures (e.g., the team promo email template, the asset handoff process).
Day 90: The team comes to you, for questions about social scheduling and team promo.
Travel and admin run on rails.
