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Operations Associate & Executive Assistant

Operations Associate & Executive Assistant

Indie ConsultingRaleigh, NC, US
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Job Description

Job Description

Description : 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.
  • Support follow up communication for purchase orders, contract renewals, and new business invoicing.

    • Executive Assistant Responsibilities (15 hours / week)

  • 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.
  • Willingness to travel 1-2 days a month, depending on internal team and client needs.

    • Why Join Us?

  • 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.
  • Competitive salary and benefits.

    • Location : Raleigh, NC or NYC in a hybrid work setting (split between working from home, shared offices, and client locations).

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    Executive Assistant • Raleigh, NC, US