Marketing Operations Administrator

Key Responsibilities

• Support the EVP of Marketing directly. Act as the EVP's assistant and right hand: triage and follow up on action items, prepare briefing materials before meetings and meetups, track commitments to closure, and take on ad hoc work to keep marketing priorities on track.
• Own the money trail. Confirm event budgets and reconcile against actual spend; manage invoice collection and the 25th-of-month payment cycle; records management for cancellations, deposits, and revised quotes; gather and GL-code vendor invoices before each payment run; input cardholder receipts (Ramp) and code them monthly; maintain the spend spreadsheet against the cap; audit the SaaS tool list and flag charges that no longer pull weight.
• Manage inventory, print, and fulfillment. Manage in house assistants to tally marketing inventory (restock, storage, shelving); source and order branded promo items and track delivery; manage print jobs and pricing; ship workbooks, books, and equipment with tracking and stated deadlines; coordinate workbook fulfillment and reprints; administer orders end-to-end.
• Keep the back office running. Track vendor contracts and IC agreements (Docusign admin); coordinate schedules across the principals, the Traffic Manager, and the team; request and track tool access.
• Support the EVP of Marketing directly. Act as the EVP's assistant and right hand: triage and follow up on action items, prepare briefing materials before meetings and meetups, track commitments to closure, and take on ad hoc work to keep marketing priorities on track.
• Run events and conferences end-to-end. Own events from overseeing an event coordinator or if smaller, complete the work yourself for: venue, catering, linens, and signage to AV; book conference travel, booth, and material shipping; make sure business cards and NFC cards are printed and on hand; set up and verify AV and the on-site presentation; set up and break down the booth.

Requirements

• 7+ years in marketing operations, field marketing, or a logistics-and-admin role with real ownership of projects, events and budgets.
• Excellent understanding of Google workspace, setting up spreadsheets, saas billing, how to edit DNS, email protocols, English spelling and grammar, and most importantly AI (not just chat, but agentic and connectors).
• Event and conference production: venue, catering, AV, booth, travel and shipping logistics, and confident on-site execution.
• Back-office finance ops: invoice coding to GL, payment cycles, expense reconciliation (Ramp or similar), and budget-vs-actual tracking.
• Procurement, print, and fulfillment: vendor management, promo sourcing, and shipping with tracking.
• Ferociously organized and deadline-driven — the trains run on time, and the details (a missing badge, a late booth shipment) never bite you twice.
• Owner's mindset: whatever-it-takes hours, low-ego, anticipates needs before they're asked.
• Real AI & systems builder: you use Claude to edit communications, set up projects in AI memory, integrate saas tools through Claude connectors, automate spend tracking, vendor follow-ups, and ops workflows so the back office runs itself.
• Self-sufficient operator: knows what to do and where to go unprompted; learns any tool cold.
• Booking travel from LATAM to the US. Perhaps you are a traveller yourself and know the ins and outs of planning, booking, scheduling and coordinating travel.
• Valid passport and genuine travel readiness — this is the on-site events seat, traveling to the US up to 4× per year for ~one week.
• Strong written and spoken English and a reliable remote setup.

Preferred Qualifications

• Finance- or bookkeeping-adjacent experience (GL coding, AP, expense management).
• Hands-on with Google Workspace, Microsoft 360 Suite, Ramp, Docusign, and a project/ops stack.
• Experience as an executive ops / EA hybrid supporting senior leaders — the "save the EVP time" instinct and ownership over your area.…