Operations Coordinator​/Executive Assistant; Agency

Applicants should reside in Colorado, preferably northern Colorado.

We are seeking a dynamic and highly organized Marketing Agency Operations Coordinator/Executive Assistant to join our vibrant team. In this role, you will serve as the backbone of daily operations, providing essential administrative support to ensure the smooth functioning of our marketing agency. Your energetic approach and meticulous attention to detail will help coordinate projects, manage schedules, and streamline office processes.

This paid position offers an exciting opportunity to contribute to a fast‑paced environment where your organizational skills and proactive mindset will make a tangible impact. If you thrive in multitasking, excel at communication, and enjoy supporting creative teams, this role is perfect for you!

LOCATION: this is a 100% remote position; A-Train Marketing is located in Colorado Springs/Denver/Fort Collins, CO and applicants should reside in Colorado, preferably northern Colorado

STATUS AND SALARY:

Full time salaried employee. Salary up to $50,000, plus competitive benefits.

At A-Train Marketing, we understand that marketing is a compelling two‑way conversation that invites participation. We help organizations create those conversations through creative and strategic solutions that are implementable, impactful, and focused on results. We are looking for someone as unique as we are – someone who doesn’t just like our approach, but who lives it. We play hard and we work harder, believe in constant improvement, value feedback, and learn from it.

If you have 1‑3 years of agency experience and are looking for an agency role with plenty of variety and opportunities for growth, then this position is for you. A combination of administrative/operations work and account management, it is the perfect way to further agency skills.

This combined role assists the COO with general operations of the agency and ensures that the CEO’s schedule and business development activities are optimized. Additional details follow.

Our operations coordinator is primarily responsible for assisting the COO with agency traffic management, general operations, defining and implementing processes, and helping ensure overall agency efficiency.

• Works with the leadership team to optimize processes ‑ gather and evaluate key performance indicators of the company and help develop and improve overall efficiencies.
• Balances work between the account services team and the production team by coordinating movement of jobs from one step of completion to the next.
• Manages tasks and jobs in Function Point (traffic management / CRM software) and assists with administrative items such as onboarding clients and opening jobs, assigning tasks for other staff members, closing jobs, adding in company holidays, maintaining databases, etc.
• Assists in basic invoicing and financial reporting tasks, including late invoice collections, pulling timesheet summaries for clients, KPI report generation, etc.
• Assists in the day‑to‑day administration of the company including preparing agendas for staff meetings, staff appreciation activities, etc.
• Answers the phone in a friendly but professional manner. Screens calls for sales leads and conveys information to appropriate team members.
• Performs local, minor errands as needed, including mail collection, bank deposits, printer runs, and dropping off materials to clients. Must have reliable transportation.
• Assists with other duties as the need arises.

Our executive assistant is responsible for CEO calendar management and basic sales support. This role makes our executive team more efficient and effective both by handling distracting details and making sure they stay focused throughout the workday. Additionally, the assistant acts as the interface between clients, service providers, and all company staff to ensure the efficient flow of information and schedule management.

• Provides executive support to CEO, including management of CEO’s daily calendar, travel/meeting booking, and miscellaneous executive assistance…