Operations Assistant

Position: Operations Assistant

Department: Operations

Reports to:  Operations Manager

Role

This position will support Embodied Marketing with various operations and assistant tasks including supporting in our marketing department, ads team operations, Ignite operations, podcast production and general company operations. 

Responsibilities

Client Delivery Operations:

• Onboarding/offboarding clients following our checklist
• Supporting with getting back-end information from clients so the correct teams can take the next steps
• Keep the master onboarding & client allocation document up-to-date for the Client Delivery team
• Keep client Campaign Planners up to date
• Update client aging sheet and Master Client document based on when clients onboard, launch, and offboard
• Keep our client funnel and ads sample doc up to date 
• Support with one-off tasks such as gathering information for an audit or doing a QA of something specific
  

Marketing Operations:

• Support with sending out email broadcasts in Ontraport 
• Support with posting to Social Media platforms
• Support with miscellaneous tasks in the marketing department as needed
• Assist with tracking and inputting data for Master Tracking and Sales Call sheets
• Assist with collecting client wins & testimonials

Company Operations

• Assist with responding to emails in the support and team inboxes
• Support with keeping passwords organized and up to date in LastPass
• Assist with one off administrative tasks and projects
• Assist with billing via Ontraport for agency clients

Ignite Operations

• Onboarding/offboarding clients following our checklist
• Keep the master Ignite client roster up to date
• Assist with tasking out Ignite ad copy & creative requests
• Support with Ignite Platform management

Podcast Production

• Coordinate podcast tasks across departments
  • Upload files, transcribe, edit transcripts
  • Create episode descriptions and update master details
  • Upload to Libsyn, Spotify, YouTube, and website
  • Proofread show notes, emails, and social posts
  • Post podcast clips to social media

Results

• Operations Manager is supported with both recurring and one-off tasks, so they can fully support the CEO. 
• The Marketing, Ads, and Ignite teams are supported with administrative tasks. 
• Clients are onboarded with a high-level customer service that has no mistakes and is efficient and fast.
• Email and texts are responded to within 24 hours or less and with exceptional customer service.
• Podcasts are uploaded and released in a timely manner.
• Google Drive and company resources are up to date and organized.
• Minimal work and oversight needed from Operations Manager on regular duties.
• No follow-up required on the status of tasks. Tasks are always completed on time. 

Requirements

• 2-3 years of experience in an assistant role. Clearly able to demonstrate the ability to be in an Assistant role and relieve their supervisor without having to be told what to do every step of the way
• 2+ years of experience in the digital marketing space
• Can proficiently use and navigate Asana and Google Drive 
• 2-3 years of direct customer service experience 
• Problem solver and has answers to problems already to present to supervisors
• Never asks questions without first trying to find the answer on their own
• Thrives in a fast-paced environment and can easily manage pressure and a lot of tasks on their plate
• Considers themself proactive and has a driven, go-getter personality 
• Excellent time management and ability to complete tasks on time
• Excellent communication skills
• Highly organized and efficient
• Detail-oriented
• Consistently demonstrates a problem-solving mindset and goes above and beyond in their day-to-day work.

Role KPIs

• Spreadsheets/Documentation Updated - Data updated within 24 hours of changes
• Client Onboarding - Client checklist complete and client fully onboarded administratively within 48-72 hours of signed contract
• Team and Support emails response time - 100% of emails responded to within 24 hours

Salary:

• This position is part-time with an hourly rate between $22 and $25/hr. The role has potential to expand into a full-time salary position