Senior Operations Coordinator

19 hours ago

Raleigh, North Carolina, United States Indie Consulting Full time

About Us

Indie Consulting is a dynamic marketing consultancy founded in 2019. Our team of 30 experienced marketers across the U.S. provides data-driven marketing solutions to clients from startups to multi-national CPGs.

Our Values

  • We understand our clients' needs and tailor our services accordingly.
  • We strive to make a positive impact on our clients' businesses.
  • We are curious about new technologies and innovations.
  • We are committed to delivering exceptional results.
  • We lead by example and empower our team members to grow professionally.

About the Role

The Senior Operations Coordinator will play a pivotal role in supporting our business operations, financial management, and HR functions. This individual will work closely with our leadership team to streamline internal processes, manage projects, and provide exceptional support to our executives.

Key Responsibilities

Internal Operations

This role encompasses operational, financial, and HR support, alongside executive assistance.

  • People Operations:
    • Recruitment & Onboarding: Partner with recruiting firms and hiring managers to manage applicants, coordinate interviews, and ensure smooth onboarding for new hires.
    • Employee Engagement: Drive soft skills onboarding, maintain the employee handbook, and continually refine the performance review process.
    • Benefits Management: Oversee benefits administration, handle leave management, process HR-related mail, and organize an annual health campaign.
    • Offboarding: Ensure a streamlined offboarding process for exiting employees.
  • Financial Operations:
    • Ongoing: Maintain access to QuickBooks, track purchase orders, manage project timelines, oversee AP/AR processes, compile expense reports, and deposit checks.
    • Ad Hoc & Annual Tasks: Provide client financial overviews, assist in preparing estimated tax payments, refine the P&L, and work with the finance team to develop the annual budget.
  • Technology & Equipment:
    • Equipment & IT Management: Manage laptops, phones, and all IT setups, including account access for relevant software.
    • Service Software Management: Maintain a catalog of internal software and oversee all aspects of software access, billing, and contract renewals.
  • Office Management:
    • Ensure smooth office setup and optimization in both Raleigh and NYC locations.
  • Team Travel & Client Entertainment:
    • Coordinate team travel for off-site client meetings, book meeting rooms, and manage reservations and meals for major client events.
Executive Assistant Responsibilities

The Senior Operations Coordinator will also serve as an Executive Assistant, providing administrative support to our leadership team.

  • Podcast Production Support:
    • Scheduling & Guest Outreach: Schedule guest appearances, handle outreach for new guests, and manage all production-related coordination.
    • Studio Presence: Act as a point person during studio sessions, coordinating with the production team to ensure smooth recording.
  • New Business Coordination:
    • Scheduling & Note-Taking: Schedule new business meetings, take and distribute notes, and follow up on key action items.
  • On-Site Meeting Support:
    • Coordinate logistics (travel, meals, hotel preferences) for on-site meetings held twice a year.
  • Calendar & Travel Management:
    • Provide flexible calendar and travel support for executives, including NYC office and conference room booking.
  • Leadership Meeting Support:
    • Facilitate monthly leadership team meetings, draft agendas, take meeting notes, and coordinate follow-ups.
  • Event Support:
    • Assist in the planning and execution of internal and external events, including team meetings, client events, and corporate gatherings.
  • Special Projects & Client Engagement:
    • Handle client gifts and surprise-and-delight initiatives, as well as end-of-year appreciations.

Requirements

To be successful in this role, you should have:

  • 2-3+ years of experience in an internal operations and/or executive assistant role.
  • Demonstrated success in balancing competing priorities.
  • Experience in project management with close attention to detail.
  • Excellent written, presentation, and verbal communication skills.
  • Willingness to travel 20-30%, depending on internal team and client needs.

Compensation

We offer a competitive salary range of $55,000-$70,000 per year, with potential commission and bonus eligibility up to $85K+ annually. Additional benefits include health insurance and a 401k plan.

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