Senior Marketing Operations Coordinator

Overview

We are seeking a highly skilled and organized professional to join our team as an Executive Assistant with Marketing Experience. This role requires strong organizational and time-management skills, as well as excellent communication and problem-solving abilities.

In this position, you will provide administrative support to the Founder, managing daily operations, administrative responsibilities, and marketing tasks. You will be responsible for triaging the Founder's inbox, optimizing calendar management, maintaining databases, and overseeing computer and equipment maintenance.

You will also assist in organizing business development activities, updating website and social content, and coordinating employee onboarding and offboarding. Additionally, you will maintain the payroll system, draft contracts, and manage accounts payable and receivable.

This role is ideal for a detail-oriented and proactive individual who thrives in a fast-paced environment. If you have 4+ years of experience in executive assistance, communications, or marketing, and are proficient in Google Workspace, Excel, and Microsoft Word, we encourage you to apply.

• Manage and triage the Founder's inbox, categorizing, routing, and escalating issues as necessary.
• Optimize calendar management, including scheduling meetings, resolving conflicts, and sending invitations.
• Maintain and update databases (press lists, vendor lists, etc.).
• Oversee computer and equipment maintenance, management, and procurement.
• Manage office operations, including ordering supplies and coordinating maintenance.
• Arrange travel, accommodations, itineraries, and related correspondence.

• Triage and respond to inbound inquiries from potential clients.
• Maintain the CRM and ensure accurate daily updates.
• Assist in organizing and participating in business development activities.
• Send welcome packages to new clients.

• Support updating website and social content created by the team.
• Manage and assist online entries for awards.
• Reach out to journalists and send press releases.
• Research contacts for journalists, events, and other outlets in the best interests of the company.
• Support founders in press or event initiatives as required.
• Assist the Founder in managing the content calendar for social media.
• Help coordinate and execute in-house projects such as holiday gifts and events.
• Research speaking engagements for the founders.
• Research opportunities for new business, including contact information for potential partners.

• Maintain the payroll system, including onboarding/offboarding employees, updating salaries, and managing group insurance plans.
• Draft contracts for employees and freelancers.
• Manage sick leave protocols and communications.
• Support recruitment processes, including triaging candidate applications.
• Coordinate employee onboarding and offboarding (account setup, welcome packages, etc.).
• Process and manage accounts payable and receivable.
• Perform weekly bookkeeping reconciliations.

• 4+ years of experience in executive assistance, communications, or marketing.
• Must be able to work on Eastern Standard Time (EST).
• Proven ability to communicate effectively and build relationships.
• Strong organizational and time-management skills.
• Highly motivated, resourceful, and a go-getter mentality.
• Proficient in Google Workspace (Google Sheets, Google Docs, Gmail), Excel, and Microsoft Word.
• Experience with CRM software and sales tools is a plus.
• Comfortable working flexible hours when needed.

This role is ideal for a detail-oriented and proactive individual who thrives in a fast-paced environment. We offer a dynamic and supportive work environment, and we encourage you to apply if you meet the requirements.