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.
