Operations & Admin Co-ordinator

We are a boutique marketing agency looking for support for the Agency’s operations and its team members, to proactively increase Client satisfaction and loyalty, and help drive business growth. The Operations & Admin Co-ordinator will manage all activities involved in monitoring and executing successful Client & Agency programs, while optimizing processes and identifying efficiencies to streamline the business.

The Agency is a boutique marketing strategy agency with a focus on strategy, brand, digital and digital. The team is made up of highly engaged marketers who are all subject matter experts in their respective fields. We have extensive experience in developing and building brands and delivering impactful creative and marketing solutions that drive results. We craft an original, creative approach, working in partnership with our Clients to bring their brand to the marketplace. With a strong belief that the devil lives in the details, we pride ourselves on delivering flawless campaigns.

ROLES & RESPONSIBILITIES
– Oversee all processes
– Work with the team members to ensure they have the tools and support required (Account Manager would identify a gap) to address Client needs and deliver on time and on budget
– Assess, review and develop systems, procedures and support documents for the Agency as it relates to all aspects of the business, using ClickUp and Google Suite
– Stay up to date on updates with current tech stack and implement as necessary
– Working with the CEO, oversee the Client experience with a streamlined approach, identifying areas of improvement & areas to increase Client satisfaction – area of future growth

Business support
– Review new biz proposals written by account team to ensure procedural items are in place (ie. NDAs, dates, etc.)
– Manage new business workflow including pitch deck creation, issuing NDAs / SOWs. Content would be provided for the pitch deck and there would be a certain amount of light design required. We have good design templates however they need to be optimized for each deck.
– Develop case studies and credentials deck (Google slides). Content would be provided for case studies and credentials and there would be a certain amount of light design required. We have good design templates however they need to be optimized for each time.
– New business research as needed
– PR research – publications / podcasts. Working on identifying PR / podcast opportunities, doing background research, outreach, managing schedule
– Oversee website updates (website is on Squarespace)
– Oversee development of monthly email using provided copy (Mailchimp)

Admin
– Central point for team, vendors and other external partners
– Source new vendors / partners as needed ie. developers, graphic designers, copywriters, IT, lawyers, etc.
– Issue NDAs, SOWs, etc
– Oversee onboarding new team members
– Manage subscription renewals
– Coordinate awards entries with Account Managers (if applicable)
– Managing admin tasks such as:
Client onboarding gifts
Employee anniversary and birthday gifts
Organizing client events
Organizing company summer and Christmas party
Ordering swag

Account Manager support
– Competitive monitoring – Based on Client / segment needs, weekly monitoring and compilation back to Account Managers
– Metrics reporting – Monthly metrics reporting based on Account Manager’s direction
– Organic social posting – Based on approved content

TECH STACK
Google suite of products
Slack
Zoom
Click Up
Gather
Canva
Photoshop
Illustrator
Squarespace
Mailchimp

CRITICAL SKILLS & MANDATORY REQUIREMENTS
Must be able to work 9am to 5pm EST / ET
Must be highly proficient in writing and speaking English fluently
Must have working experience in Google, Slack, Canva and Click Up; familiarity with Squarespace, Mailchimp and Photoshop is preferred; other tech can be learned
Must have design skills using Canva
Solution oriented with former admin or project management experience
Marketing and / or agency experience is highly preferred
Proactive and creative approach to working
Troubleshooting and problem solving using available resources

This is a position that requires a strong independent talent who thrives working remotely, while still building and maintaining relationships. We are a small team working with big Clients and having fun along the way.

TO RESPOND
Please email Click to view and put the word “MAY” in the subject line. Please include your resume and cover letter indicating why you should be considered for this position.