About the role
We're looking for an exceptionally organized, reliable, and proactive Operations Assistant & Marketing Coordinator to keep our marketing engine and executive operations running smoothly. This is a dual-purpose role: you'll own the daily execution of our social media scheduling and team promotion system, while also providing personal and administrative support on other operations.
This is not a creative role, but an operational backbone role. We need someone who finds satisfaction in well-run systems, never drops a ball, and communicates clearly with internal teams. Marketing experience is not required; the willingness to learn our tools and processes is.
What you'll own
Marketing coordination & Events Support (approx. 70% of time)
- Social media scheduling: Load 30-44 scheduled posts per month across all platforms and sub-brands (Executive Search, Makers & Movers, Gala, Podcast, Site Visits) into our scheduling tool. Verify all assets, captions, and links before publishing.
- Team promotion emails: Send daily team promo emails segmented by audience group (Group A: 2x/week; Group B: 2x/week; Group C: 1x/week). Each email goes to the correct group on the correct day with clear call to action.
- Asset preparation: Pull and organize creative assets from the team, ensure naming conventions are followed, and maintain a clean shared library.
- Light project coordination: Track marketing deliverables in our project management tool; nudge owners on deadlines; flag risks early.
- Inbox and query management: Be the first responder to internal questions about social posts, team promo, and content scheduling.
- Events support: STRIPE invoicing, reservations for hotels, meals, and other vendors based on requirements
Executive & Operations support (approx. 30% of time)
- Travel arrangements: Book flights, accommodation, and ground transport; build itineraries; manage changes for COO.
- Expense management: Process expense reports and reconcile receipts.
- Ad hoc personal admin: Various tasks that come with supporting a busy founder.
Who you are
- Reliable to a fault. When you say something will be done, it's done. You don't need to be chased.
- Systematic. You build small systems (checklists, templates, recurring reminders) so nothing slips.
- Clear written communicator. You write professional, concise English (or [primary language]) in emails and Slack.
- Tech-comfortable. You can learn new tools quickly: scheduling platforms (Buffer, Later, or similar), project management (ClickUp), email tools, calendar systems, AI assistants.
- Discreet. You'll handle confidential information, financial, personal, strategic, and treat it that way.
- Proactive. When you spot a problem, you flag it and suggest a fix instead of waiting to be told.
Nice to have
- Previous experience as a PA, EA, or marketing assistant in a fast-moving environment
- Familiarity with social media scheduling tools
- Comfort with AI tools (ChatGPT, Claude) for drafting and admin acceleration
- Multilingual
What success looks like in the first 90 days
- Day 30: All social posts and team promo emails go out on time, on the right channels, to the right groups. All STRIPE invoicing is neat and managed.
- Day 60: You've built or improved at least two standard operating procedures (e.g., the team promo email template, the asset handoff process).
- Day 90: The team comes to you, for questions about social scheduling and team promo. Travel and admin run on rails.
Compensation & logistics
Type: Full-time, permanent
Location: Philippines
Start date: As soon as possible
