Marketing Agency Operations Assistant

A digital marketing agency is looking for a senior and experienced virtual agency operations assistant. This individual shall speak English very well and can communicate with the internal US team and clients often via phone or Zoom calls. You will be interacting with the internal company operations team and also its customers.

Working hours is 8AM EST to 5PM EST

This position will start as part-time (20-25 hours per week) and eventually be full-time based on your performance.

Job Responsibilities:

New Client Onboarding

1. Handle scheduling for customer onboarding and training sessions
2. Coordinate with customers to confirm meetings with the team
3. Setup new customer project environments (ie. CRM, group emails, files, and folders, etc)
4. File and organize provided customer assets into our project management software & Google Drive
5. Collect required logins and new onboarding questionnaires from our new customers
6. Send client correspondence via email and call clients for reminders and follow-ups

Operations Support

1. Keep agency resource capacity document (man-loading) up to date on weekly/monthly basis.
2. Keep all operations tracking documents up to date and organized. (ie. playbooks, scorecards, etc)
3. Assist in archiving old client files and documents
4. Assist in off-boarding clients or staff
5. Assist in onboarding new staff members
6. Review time logging software to make sure staff are recording their time daily
7. Create all agency scorecard on a monthly basis
8. Assist in scheduling candidate interviews
9. Updating CRM (Hubspot)
10. Assist in setting up events or ordering items for the full marketing and sales team
11. Assist in screening and reviewing resumes

Sales Support

1. Assist in sending new prospects custom emails on a daily basis.
2. Screen and direct responses to the appropriate staff and distribute correspondence
3. Assist in setting up free consultations from prospects

Skill Requirements

– Be a “people person” with a positive attitude
– Proficient- Google Workplace products- Google Docs/Sheets/Drive, Gmail
– Excellent verbal (phone) and written (email) communications skills
– CRM skills/certifications (especially HubSpot) a plus

Required Work Environment:

1. Must be able to work from 8 am EST – 2 pm EST
2. Reliable high-speed internet especially for VOIP phone calls
3. Quiet at-home office (no kids, dogs, or noisy background)
4. Reliable computer

Our job interview process includes the following:

1. Interview 1 – 30 mins phone call with our internal recruiter
2. A written / communication test
3. An oral / video test via Loom
4. Interview with the hiring manager