Is This Role For You

We are looking for a highly energetic, driven, and challenge-loving Marketing & Operations Coordinator to join our tight knit team.Only apply if you thrive in fast-moving environments, love making things happen, and get excited when priorities pivot at speed. This is not a quiet, predictable admin role. This role is about 50% marketing 50% operations and admin.

At Step Out Transform we help leaders and businesses become exceptional — and we are particularly passionate about helping females step up, lead boldly, and become even more awesome.

Interesting Details:

Type: Full-time (approx. 40 hours/week).
Hours: Aligned with New Zealand business hours (starts around 6AM or 7AM PH time).
Structure: Dual-role supporting two fast-paced NZ companies. Split is initially 25 hours for Step Out Transform (morning) and 15 hours for 818 Entertainment (afternoon). Long-term, the role is expected to transition to full-time for Step Out Transform.
Reporting Line: Reports directly to CEO of Step Out Transform and Managing Director of 818. Works closely as a backup to New Zealand-based Executive Assistant.
Environment: Fast-paced, high-accountability, and constantly evolving. Requires high energy, proactivity, and comfort with pivoting priorities. No direct reports or executive decision-making.

Must-Have Qualifications & Skills

Education: Degree in Business, Marketing, or Finance.
Experience: 4–8 years in admin, marketing coordination, operations, or EA support. Must include 1–3 years at a large corporate company (e.g., Big Four accounting/consulting firm) reporting directly to an English-speaking executive.
Language & Attitude: Fluent, highly confident professional English. Calm, detail-oriented, and proactive.
Core Tools: Microsoft Office Suite and strong proficiency with AI tools.
Platform Competencies: Monday.com, Canva, Social Bee, Kartra, Adobe, and video editing software. (Knowledge of Meta and LinkedIn Ads is ideal).
Finance: Basic finance and invoicing knowledge.

Core Responsibilities

1. Step Out Transform (25 Hours/Week)

Marketing & Communications

Content & Socials: Own daily marketing, draft newsletters/campaigns, write copy for LinkedIn/Facebook, and schedule posts via Social Bee.
Design & Video: Create graphics, promotional assets, and lead magnets in Canva, and handle basic video editing.
Digital Systems & Ads: Manage website updates, maintain Kartra (forms, sequences, downloads), and assist with Meta and LinkedIn ad campaigns.
Growth & Engagement: Coordinate testimonials, manage audience outreach, and research partnerships, growth opportunities, and profile building.

Operations, Admin & Finance

Logistics & Events: Coordinate logistics, catering, and bookings for strategic meetings, workshops, and conferences. Prepare agendas, presentations, workbooks, and minutes.
General Admin: Format corporate documents/PDFs, maintain the CRM, handle month-end administration, manage client touchpoints (gifts, birthdays), and issue invoices.
EA Backup: Provide seamless EA coverage for the New Zealand-based EA during leave.

Leadership Academy Coordination

Cohort Management: Handle end-to-end setup and daily coordination of the leadership programme. Draft participant onboarding and ongoing communication (including WhatsApp updates).
Program Assets: Maintain workbooks, templates, resources, and session recordings.
Finance & Funding: Facilitate RBPN funding processes, track payments, and manage programme-specific invoicing.

2. 818 Entertainment (15 Hours/Week)

Marketing & Brand Support

Draft and publish social media content for the company and the Managing Director's LinkedIn profile.
Build pitch decks, presentations, and brand assets using Canva.
Research industry awards, speaking panels, and partnership opportunities.

Administrative & Diary Support

Manage the Managing Director's diary, schedule meetings, monitor inboxes, and handle professional correspondence.
Organize meeting logistics, RSVPs, and guest lists.
Draft SOPs, briefs, reports, and process updates.

Finance & Commercial Support

Draft Statements of Work (SOW) based on provided inputs and track contract execution.
Handle basic invoicing, update finance records, and follow up on accounts receivable.

Systems & Task Tracking

Own task management, workflows, and follow-ups inside Monday.com to ensure deliverables are met.
Maintain organized digital filing systems and drive continuous process improvements.