Hybrid Operations Associate & Executive Assistant bei Indie Consulting
Indie Consulting · Raleigh, North Carolina, US, Vereinigte Staaten Von Amerika · Hybrid
- Junior
- Optionales Büro in Raleigh, North Carolina, US
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).