Marketing Special Projects

About the Job:

Role: Marketing Projects & Operations Administrator

Work Set-up: Remote with occasional on-site activities.

We Are Looking For:

A highly organized and resilient marketer who will focus on marketing projects while acting as the Director's execution partner—driving decisions to action, coordinating stakeholders, and using AI to keep workstreams moving.

Key Duties & Responsibilities:

Project Ownership & Support:

• Take Ownership: Lead defined marketing projects (e.g., premiums, merchandise, customer service channels, loyalty programs) from planning to execution.
• Push Workstreams Forward: Translate decisions into action, coordinating across functions and ensuring deliverables stay on track.
• Cross-Functional Influence: Collaborate with sales, operations, and external partners to deliver results effectively.

Executive & Director Support:

• Shadow & Amplify: Join the Director in key meetings, track outcomes, and ensure follow-through with stakeholders.
• Anticipate Needs: Proactively identify issues, opportunities, and solutions before they surface.
• Stakeholder Management: Build relationships and secure cooperation without direct authority.

AI-Enhanced Productivity:

• Use AI tools for summarizing discussions, drafting communications, research, and workflow automation

Adapt & Mirror:

• Quickly learn and apply the Director's working style and priorities to extend leadership impact.
• Team & Administrative Support
• Calendar & Scheduling: Manage and prioritize the Director's calendar; coordinate with stakeholders for smooth meeting flow.

Travel & Logistics:

• Oversee travel arrangements and logistics for the Director and key team events.

Inbox & Communication:

• Assist in prioritizing emails, drafting responses, and ensuring timely follow-up.

Process & Systems:

• Maintain shared trackers and timelines (Airtable, Shopify, , Google Workspace).

Expenses & Vendors:

• Manage expense claims, vendor coordination, and related admin tasks.

Event & Team Support:

• Help coordinate team offsites, events, or cross-market activities as needed.

Job Qualifications:

Must-Have:

• Experience: 3–5 years in Executive Assistant, Project Coordinator, or Marketing Ops role (agency or brand); proven record of moving cross-functional projects to completion.
• Project Execution: Demonstrated ability to translate decisions into tasks, manage timelines, and drive follow-through across Sales, Ops, and external partners.
• Stakeholder Influence: Strong interpersonal skills; can secure cooperation without formal authority.
• Communication: Excellent written & verbal English; clear, concise briefings, meeting notes, and executive updates.
• AI-Enabled Productivity: Hands-on with AI tools for summarization, drafting, research, and simple automations (e.g., ChatGPT, Claude, Notion AI, Gemini).
• Organization & Rigor: High attention to detail; maintains trackers, calendars, and shared timelines with zero slippage.
• Discretion & Reliability: Handles sensitive information with confidentiality; dependable in fast-paced environments.

Nice-to-Have:

• Marketing Context: Familiarity with marketing workflows (campaign calendars, premiums/merch, loyalty programs, CX/CS touchpoints).
• Events Support: Experience coordinating team offsites or partner events.
• International Exposure: Worked with cross-market teams and vendors.

Tools & Systems:

• Core: Google Workspace (Docs/Sheets/Slides/Calendar), Slack, Zoom/Meet.
• Project/Ops: Airtable (or Notion/Asana/Trello), (or Zapier) for basic automations.
• Commerce/CRM (bonus): Shopify basics; comfort reading simple performance dashboards.
• File & Vendor Mgmt: Drive/Dropbox; PO/expenses familiarity.

Education:

• Bachelor's degree in Business, Marketing, Communications, Operations, or related field—or equivalent practical experience.

Attributes (What success looks like):

• Proactive "see-around-corners" mindset; anticipates needs and proposes solutions.
• Fast learner who can mirror the Director's working style and priorities.
• Calm under pressure; adapts to shifting timelines and competing priorities.
• Service-oriented, diplomatic, and outcomes-focused.

Why Join Us:

• Work side by side with the Marketing Director — joined at the hip in decision-making and execution.
• Own impactful marketing projects alongside executive responsibilities.
• Be part of an international marketing team in the fast-growing pet food industry.
• Daily use of AI tools to accelerate your effectiveness.

Interested applicants may directly apply to