Executive Assistant / Operations & Marketing Coordinator

About the Role
We are looking for a highly organised, proactive, and experienced Executive Assistant /Operations & Marketing Coordinator to work closely with a founder who is managing several growing ventures across the forecasting, prediction markets, events, publishing, and e-commerce space.
This is much more than a traditional administrative role. The successful candidate will become a trusted right-hand person, taking ownership of projects, keeping important deadlines on track, coordinating with external stakeholders, and ensuring that important tasks don't fall through the cracks.
The role is ideal for someone who is highly organised, detail-oriented, confident, adaptable, and capable of figuring things out independently.
A major focus initially will be supporting an upcoming high-profile conference in New York in December, alongside the production and publication of a monthly newspaper covering forecasting and prediction markets.

 

What You'll Be Doing
Conference & Event Support
● Coordinate and track marketing activities leading up to the December conference
● Draft and format marketing communications and promotional materials
● Communicate professionally with academics, professors, sponsors, and other
stakeholders
● Collect abstracts, promotional materials, and other required information from speakers and sponsors
● Keep track of deadlines, deliverables, and outstanding items
● Help ensure all conference-related tasks remain on schedule
● Coordinate with external event partners and suppliers where required

Publishing & Marketing
● Help manage the production of a monthly newspaper/publication
● Coordinate the collection of articles, advertisements, and other content
● Keep the publication timeline and production schedule on track
● Assist with formatting and preparing content for publication
● Coordinate with the printing company and manage the process of sending materials to print
● Support email/newsletter marketing and distribution
● Work with the appropriate mailing lists and newsletter platform
● Help draft and format marketing copy

Executive & Business Administration
● Act as a highly organised extension of the founder
● Take ownership of recurring administrative tasks and deadlines
● Maintain systems and organisational structures to keep projects moving
● Track monthly, quarterly, and annual business filings and administrative requirements
● Proactively identify outstanding tasks and follow up before they become problems
● Help manage multiple projects simultaneously across different businesses
● Provide general administrative and operational support as required