Admin & Operations Coordinator

Summary

Join a fast-paced creative studio as an Admin & Operations Coordinator and become the founder's right hand. You will manage the founder's inbox, track leads and projects, and build calm into a dynamic workday. Key responsibilities include inbox management, lead tracking, project coordination, workflow building, automation support, meeting support, and administrative tasks. The ideal candidate has experience supporting founders or executives, strong communication and organizational skills, and proficiency with Notion, Google Workspace, Slack, and Zapier. A bonus is familiarity with creative agencies or design tools. A typical day involves inbox review, lead follow-up, project updates, workflow improvement, and daily wrap-ups.

Requirements

• Experience supporting founders, teams, or executives in a fast-moving environment
• Strong written communication and organizational skills
• Comfortable managing communication on someone else's behalf
• Proficient (or eager to learn) with Notion, Google Workspace, Slack, and Zapier
• Tech-savvy with a strong interest in improving systems and workflows

Responsibilities

• Triage, respond to, and organize emails
• Keep leads and client conversations alive
• Follow up with both recent and older leads
• Maintain accurate status updates in Notion or a CRM
• Track project progress and deliverables
• Nudge the team as needed and keep clients informed
• Help create, maintain, and improve systems in Notion or any tool that works better
• Build workflows using Zapier, Notion, Airtable, etc. to reduce repetitive tasks
• Book and prep for meetings, create agendas, and make sure the founder shows up ready
• Assist with onboarding, file management, and light operations as needed

Preferred Qualifications

Familiarity with creative agencies, design tools, or branding workflows