Operations & Admin Manager

The Mic Drop Agency
· Austin, Texas Metropolitan Area (Hybrid)

The Mic Drop Agency is hiring a full‑time Operations & Admin Manager to help keep our growing PR and marketing agency running smoothly behind the scenes.

This role is ideal for someone who loves building systems, improving workflows, and ensuring nothing falls through the cracks. You will work closely with leadership to support both our Canadian and U.S. entities across finance, vendor management, internal programs, logistics, and operational systems.

This is a high‑ownership role for someone who wants to become a long‑term operational leader inside a scaling agency.

Location: Ideally based in Austin, Texas (hybrid)

Schedule: Full-time

Mic Drop is growing quickly as a PR and marketing partner to tech‑enabled and high‑growth companies across sectors including construction, insurance, health, defense, climate, and emerging industries. As we expand our U.S. presence, we need someone who can:

• Improve operational clarity
• Support leadership bandwidth
• Build systems that scale

• Manage inbound  emails and main phone line
• Route inquiries to the appropriate team member
• Respond to general inquiries using templates and brand guidelines

• Build and maintain lists of relevant events, conferences, and speaking opportunities
• Research organizers, media contacts, and decision‑makers
• Support outbound pitches for speaking, panels, podcasts, and event participation
• Maintain a simple CRM or tracking system for outreach and follow‑ups
• Schedule and prep for new business meetings

• Book and coordinate team travel (flights, hotels, transportation) for conferences, events, and offsites
• Manage calendars and logistics for leadership travel
• Support planning and execution of the annual team retreat (venue research, scheduling, budgeting, coordination)

• Oversee bookkeeping coordination for both Canadian and U.S. entities (expense tracking, categorization, support for accountants)
• Manage vendor invoicing, payment tracking, and financial organization
• Support monthly financial reporting preparation and internal tracking dashboards

• Own Mic Drop’s software stack (subscriptions, access, renewals, permissions)
• Act as the main point of contact for operational vendors
• Maintain a master vendor list, contract terms, and renewal dates
• Identify and implement workflow improvements as the agency scales

• Support hiring by coordinating interviews and managing candidate communications
• Coordinate new hire onboarding (accounts, welcome materials, internal introductions)
• Manage and organize the Mic Drop internship program
• Coordinate employee and client gifts for milestones and launches
• Book and coordinate monthly guest speakers for the team
• Build and maintain an annual internal events and culture calendar

• Based in or near Austin, Texas (preferred)
• Bachelor’s degree in business administration, management, operations, or related field
• 4–6+ years experience in operations, office management, or administrative leadership (agency or startup experience preferred)
• Experience managing operational systems independently
• Experience supporting bookkeeping, expense tracking, or financial administration (Quick Books or similar tools preferred)
• Comfortable managing invoice processing, expense categorization, and coordinating with external accountants
• Comfortable coordinating across finance, vendors, hiring, and internal programs
• Proficiency with Google Workspace;
  Quick Books, Fresh Books, and Notion a plus
• Strong organizational and time‑management skills
• Systems‑minded with an interest in optimizing tools and workflows
• Excellent written communication skills
• Proactive, resourceful, and detail‑oriented
• Comfortable working across time zones and distributed teams
• Salary: $60,000–$70,000 USD (commensurate with experience)
• Time Off for Holidays:
  Memorial Day, Independence Day/July 4, Labor Day, Thanksgiving + the day after, Good Friday, + two flexible days of observance, and a paid…