Executive Marketing Operations Manager

Executive and Marketing Operations Assistant

Work Hours and Setup
Remote | Part ---------- -Time | Executive and Operations Support

Schedule: 9:00AM - 1:00PM EST

About the Role

We are looking for an Executive Assistant and HR/Marketing Operations to work directly with the Founder. This is a high-trust role for someone who can support executive assistance, operations, finance admin, HR, sales and marketing operations, AI workflows, team coordination, and general business operations.

This role is ideal for someone highly organized, proactive, discreet, and comfortable working in a fast-moving environment while handling confidential information and supporting different areas of the business.

Key Responsibilities

Finance and Invoicing
• Chase, organize, and manage invoices for software tools, vendors, and contractors.
• Monitor Stripe for failed client payments and assist with follow-ups.
• Coordinate with external bookkeeping and payroll support.
• Manage expenses through Revolut Business.
• Support monthly payroll and VAT compliance coordination.

Executive Assistance
• Manage calendar, travel bookings, accommodation, and meeting schedules.
• Triage inboxes and draft emails on behalf of the Founder.
• Prepare meeting notes, follow-ups, and general admin support.
• Assist with personal assistant tasks when needed.

HR and People Operations
• Build and maintain SOPs across the business.
• Coordinate onboarding for new contractors and tea ---------- mbers.
• Draft contracts and assist with compliance documentation.
• Support team initiatives and company culture.

Sales and Marketing Operations
• Support sales and marketing admin tasks, campaign tracking, and coordination.
• Help organize leads, follow-ups, reports, and internal sales documentation.
• Coordinate with the team on marketing assets, website updates, and small campaign-related tasks.
• Assist in improving sales and marketing workflows using AI tools and internal systems.

AI and Operations Support
• Learn and use Claude, Cowork mode, and other AI tools to improve workflows.
• Help create automations, AI playbooks, and internal processes.
• Coordinate with the team to update the website, fix small issues, and unblock tasks.
• Support freelancer and contractor sourcing through Upwork, Fiverr, and similar platforms.

Required Skills and Qualifications / Must-Haves
• At least 3 years of experience in Executive Assistance, Operations, HR, Office Management, Sales Operations, Marketing Operations, or a similar role.
• Strong administrative, organizational, and communication skills.
• Excellent written and spoken English.
• Comfortable handling invoicing, expenses, payments, payroll support, and confidential information.
• Familiarity with Stripe, Revolut Business, and invoicing tools.
• Understanding of sales, marketing, e-commerce, creative roles, or remote business operations is highly preferred.
• Proactive, discreet, trustworthy, and able to work independently.
• Comfortable working directly with a Founder in a fast-moving environment.
• Willing to learn Claude, Cowork, and other AI tools deeply.

Tools/Software Proficiency Required
• Stripe and Revolut Business
• Google Workspace or similar productivity tools
• Invoicing, expense management, calendar, and email tools
• Claude, Cowork mode, or other AI tools
• Website or CMS tools
• Upwork, Fiverr, and freelancer sourcing platforms
• SOP, documentation, CRM, or project management tools

Nice-to-Haves
• Experience in sales operations, marketing operations, digital marketing, e-commerce, creative, or remote business environments.
• Basic understanding of web design, website updates, and digital workflows.
• Experience coordinating with designers, marketers, developers, sales teams, or freelancers.
• Experience creating SOPs, AI playbooks, or internal process documentation.
• Familiarity with contractor onboarding, payroll coordination, and compliance documentation.

Application Requirements
To apply, please submit the following:

• Updated resume or CV
• Short audio recording or self-introduction video briefly sharing your related work experience, relevant skills, and why you are a good fit for the role