Operations Associate & Executive Assistant
hace 20 días
Raleigh
Job DescriptionDescription: About the Role: We are seeking a detail-oriented and organized individual to join our team as an Operations Associate & Executive Assistant to support day to day execution of administrative and operational management. The ideal candidate will work cross-functionally with our operations team, client services teams, and our CEO. We’re looking for a proactive problem solver to support a variety of administrative and operational tasks including supporting operational workflows, assisting with hiring and recruitment, event planning, office management, and coordinating executive schedules. This role plays a crucial part in ensuring operational success and driving our ongoing growth. Who We Are Founded in 2019, Indie has evolved into a team of 30 experienced marketers across the U.S. We are a data-driven marketing consultancy providing in-sourced talent to collaborate on digitally-led strategy, brand activation, optimization, and upskilling. Our values—understanding, making a difference, curiosity, commitment, and leadership—guide our work. We serve a diverse range of clients from startups to multi-national CPGs, focusing on both strategy and tactical execution. Our team of ambitious learners is dedicated to performance-driven marketing rooted in empathy. Key Responsibilities: Operations Associate Responsibilities (25 hours/week) • Hiring and Onboarding, • Provide administrative support in all stages of hiring, including recruiting, scheduling interviews, and conducting reference checks., • Coordinate new employee onboarding including onboarding paperwork, background checks, scheduling, and equipment set up., • HR and Financial Operations:, • Coordinate annual peer reviews and bi-annual performance reviews., • Responsible for weekly updates to quickbooks and compiling expense reports., • Manage incoming and outgoing mail, as well as bank deposits., • Provide ad hoc support for special projects, including assisting with certification and award applications, completing HR-related documentation and administrative tasks relating to benefit management., • Office Management, • Coordinate office shipments and deliveries., • Oversee office hospitality including organizing and stocking office supplies, kitchen organization, beverages and team treats., • Equipment and IT management., • Coordinate monthly team socials., • Client Services, • Responsible for coordinating client signatures for finalized SOW or contract extensions., • Coordinate all employee contracts (FT, 1099, LLC)., • Assist client service directors in drafting and updating SOWs., • Calendar and Travel Support, • Provide calendar organization and scheduling support for the CEO., • Assist in email management as needed., • Support travel arrangements, reservations and meeting coordination for executives., • Podcast Support, • Coordinate guest outreach and scheduling., • Manage all pre and post production including episode rundowns, guest gifting, advance editing forms, blog posts and episode release., • Assist in live recordings with studio presence as needed., • Event Support, • Coordinate logistics for two team on-sites each year including travel arrangements, lodging, meals and activities., • Support the planning and coordination of external events, including client meetings, networking functions, and partnership initiatives., • Special Projects, • Coordinate client gifts (including end of year gifting for clients)., • Manage all team gifts for birthday and celebrations. Requirements: Key Qualifications • 2+ years experience in project management, operations, and/or event planning, preferably in a fast-paced work environment., • Ability to problem solve and manage competing priorities., • Strong attention to detail and organizational skills., • Strong interpersonal and written communication skills., • Experience with community management and/or project management tools is a plus., • Be part of a driven and collaborative team that values your input and ideas., • Opportunity to grow and develop your skills in a supportive environment., • Provide key support cross-functionally, contributing to overall success and growth of the team.