OPERATIONS COORDINATOR / EXECUTIVE ASSISTANT (Agency experience required, 2+ years)

Applicants should reside in Colorado, preferably northern Colorado. We are seeking a dynamic and highly organized Marketing Agency Operations Coordinator/Executive Assistant to join our vibrant team. In this role, you will serve as the backbone of daily operations, providing essential administrative support to ensure the smooth functioning of our marketing agency. Your energetic approach and meticulous attention to detail will help coordinate projects, manage schedules, and streamline office processes. This paid position offers an exciting opportunity to contribute to a fast-paced environment where your organizational skills and proactive mindset will make a tangible impact. If you thrive in multitasking, excel at communication, and enjoy supporting creative teams, this role is perfect for you! LOCATION: this is a 100% remote position; A-Train Marketing is located in Colorado Springs/Denver/Fort Collins, CO and applicants should reside in Colorado, preferably northern Colorado STATUS AND SALARY: Full time salaried employee. Salary up to $50,000, plus competitive benefits. POSITION SUMMARY: At A-Train Marketing, we understand that marketing is a compelling two-way conversation that invites participation. We help organizations create those conversations through creative and strategic solutions that are implementable, impactful, and focused on results. We are looking for someone as unique as we are – someone who doesn’t just like our approach, but who lives it. We play hard and we work harder, believe in constant improvement, value feedback, and learn from it. If you have 1-3 years of agency experience and are looking for an agency role with plenty of variety and opportunities for growth, then this position is for you. A combination of administrative/operations work and account management, it is the perfect way to further agency skills. This combined role assists the COO with general operations of the agency and ensures that the CEOs schedule and business development activities are optimized. Additional details follow. OPERATIONS COORDINATOR: (50% of role) Our operations coordinator isprimarily responsible for assisting the COO with agency traffic management, general operations, defining/implementing processes, and helping ensure overall agency efficiency. RESPONSIBILITIES: ● Works with the leadership team to optimize processes - gather and evaluate key performance indicators of the company and help develop and improve overall efficiencies. ●Balances work between the account services team and the production team by coordinating movement of jobs from one step of completion to the next. ● Manages tasks and jobs in Function Point (traffic management / CRM software) and assists with administrative items such as onboarding clients and opening jobs, assigning tasks for other staff members, closing jobs, adding in company holidays, maintaining databases, etc. ● Assists in basic invoicing and financial reporting tasks, including late invoice collections, pulling timesheet summaries for clients, KPI report generation, etc. ● Assists in the day-to-day administration of the company including preparing agendas for staff meetings, staff appreciation activities, etc. ● Answers the phone in a friendly but professional manner. Screens calls for sales leads and conveys information to appropriate team members. ● Performs local, minor errands as needed, including mail collection, bank deposits, printer runs, and dropping off materials to clients. Must have reliable transportation. ● Assists with other duties as the need arises. EXECUTIVE ASSISTANT: (35% of role) Our executive assistant isresponsible for CEO calendar management and basic sales support. This role makes our executive team more efficient and effective both by handling distracting details and making sure they stay focused throughout the workday. Additionally, the assistant acts as the interface between clients, service providers, and all company staff to ensure the efficient flow of information and schedule management. RESPONSIBILITIES: ● Provides executive support to CEO, including management of CEO’s daily calendar, travel/meeting booking, and miscellaneous executive assistance tasks. ● Assists CEO in execution of multiple sales outreach campaigns on LinkedIn, email, and occasionally via direct phone calls current contacts. All with the goal of booking sales calls and/or networking conversations. ● Manage prospecting databases to maintain clean data and track current/past/future clients to assist in the execution of outreach campaigns and sales meeting scheduling. ● Assists with other duties as the need arises. JUNIOR ACCOUNT MANAGER OVERVIEW: (15% of role) The junior account manager will assist the account management team in managing and delivering projects. This includes coordinating agency work with production staff/partners to ensure realistic production timelines are established and all deadlines are met, delivering reports, tasking, and email communications. RESPONSIBILITIES: • Work with the account management team to manage client relationships by providing account support and coordination. This includes but is not limited to: • Updates documents, project details, account status, etc.; and creates creative briefs, tasks, meeting agendas, change orders, etc. • Coordinates project timing and budgets within agency; keeps team apprised of project progress; checks in with staff to manage project coordination and clarify priorities; provides clients with timeline and budget updates. • Performs and manages communication with the client and internal team members. • Responds to and manages tasks in FunctionPoint as assigned per project and client, including task completion and smooth hand-off of projects and assignment of tasks to next responsible party. • Assists with other duties as the need arises. REQUIRED QUALIFICATIONS, SKILLS, AND EXPERIENCE: Must be super fun, outgoing, and possess the following qualities: • Bachelor’s degree preferred. Preferred fields: marketing, English, communications • Articulate communication skills (verbal and written) and excellent organizational skills • Proactive, self-starter and learner with initiative to take on new projects and strategies outside of comfort zone • Professional, diplomatic, and tactful problem solver • Possess MS Office, word processing, spreadsheets, email, and electronic file organization skills ADDITIONAL INFORMATION: Work environment: This is a fully remote position. Candidate will be responsible for providing their work environment, including basic desk/chair/work area setup. Travel to client locations may be required on occasion. Adequate transportation required (car) and ability to be mobile, traveling to appointments, events, training, etc. as needed. Physical demands: While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk; sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; reach with hands and arms; stoop, kneel, crouch, and crawl. The vision requirements include the ability to adjust focus and close vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. A-Train is an Equal Opportunity Employer (EOE) and complies with employment laws as determined by the State of Colorado. Apply tot his job