Operations Coordinator & Executive Assistant

The role: Our Director of Operations is taking a six-month leave beginning in January, and we are looking for someone to run the operational centre of the agency while she is away. This is an operations role. You own the machinery a nine-person agency runs on: client invoicing and collections across two entities, onboarding, Monday.com, documentation, tooling, vendors and the internal processes that keep delivery on schedule. When something should have happened and didn't, you are the person who notices. A slice of the role is direct support to our Founder & CEO — calendar, inbox triage, meeting prep — enough to keep her week from collapsing into admin, but it is not the centre of the job. We are upfront about the shape of this: it starts as a fixed-term role covering the leave, running from December through early July. If it is working well on both sides and the business supports it, we would love to keep you. You would be joining a nine-person team and reporting directly to the Founder & CEO.

What we're looking for: 3+ years in operations, business management or agency/studio operations — ideally in an agency, startup or other small, fast-moving business. Pure executive-assistant backgrounds are a partial fit; we are looking for someone who has run processes, not only calendars. You build systems, not just keep up with them. You should be able to look at a process that is held together by someone's memory and turn it into something documented and repeatable. Exceptional organization and follow-through. You close loops without being asked twice. Clear, professional written communication. You will be writing on behalf of the agency and chasing money from clients. Comfortable using AI tools daily. We use Claude across the agency for drafting, research, summarizing and building documentation, and we would expect you to lean on it the same way — not to replace your judgment, but to get through the first 80% faster. Comfort with numbers and invoicing. You don't need to be an accountant, but invoicing, payment terms and spreadsheets should all feel familiar. Sound judgment and discretion. You will see client contracts, team compensation and financial information. Genuinely self-directed. We are fully remote and nobody will be looking over your shoulder. Fluent with modern tools — Google Workspace, project management software, and a willingness to learn whatever else we use. Calm under pressure. Agency seasons get busy and things move quickly.

Nice to have: Monday.com, QuickBooks or Xero, Shopify or Klaviyo. Experience owning invoicing or AR for a business with more than one entity. Experience supporting a founder or small leadership team directly. Exposure to DTC, ecommerce or marketing services businesses. The details

Type: full-time, fixed-term contract of employment, with genuine potential to extend or convert to permanent.

Term: approximately December 1, 2026 to July 15, 2027.

Hours: 9:00am – 4:00pm, 35 hours per week.

Location: remote, but must be located in South Florida for occasional in-person meetings.

Compensation: $55,000 per year.

Vacation: three weeks, prorated to the term.