Operations Associate & Executive Assistant

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.

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 in a hybrid work setting (split between working from home, shared offices, and client locations).