Internal Operations & Executive Assistant Job at Indie Consulting in Raleigh

Description:

The Role:
We are seeking a detail-oriented and proactive Internal Operations & Executive Assistant to lead and manage the ongoing internal operations of our business. This role encompasses operational, financial, and HR support, alongside executive assistance. The ideal candidate will work cross-functionally to streamline internal processes, support recruitment and people management, and provide exceptional assistance for executive tasks. This is a pivotal role in fostering efficiency and smooth operations across multiple teams.

Who We Are
Founded in 2019, Indie has evolved into a team of 30 experienced marketers across the U.S. We are a data-driven marketing consultancy providing in-sourced talent to collaborate on digitally-led strategy, brand activation, optimization, and upskilling. Our values—understanding, making a difference, curiosity, commitment, and leadership—guide our work. We serve a diverse range of clients from startups to multi-national CPGs, focusing on both strategy and tactical execution. Our team of ambitious learners is dedicated to performance-driven marketing rooted in empathy.

Key Responsibilities
Internal Operations

1. People Operations

• Recruitment & Onboarding: Partner with recruiting firms and hiring managers to manage applicants, coordinate interviews (scheduling, conference room booking, etc.), and ensure smooth onboarding for new hires.
• Employee Engagement: Drive soft skills onboarding, maintain the employee handbook with the HR consultant, and continually refine the performance review process.
• Benefits Management: Oversee 401(k), health, dental, and disability plans, handle leave management, process HR-related mail, and organize an annual health campaign.
• Offboarding: Ensure a streamlined offboarding process for exiting employees.

2. Financial Operations

• Ongoing: Maintain access to QuickBooks, track purchase orders, manage project timelines, oversee AP/AR processes, compile expense reports, and deposit checks.
• Ad Hoc & Annual Tasks: Provide client financial overviews, assist in preparing estimated tax payments, refine the P&L, and work with the finance team to develop the annual budget.

3. Technology & Equipment

• Equipment & IT Management: Manage laptops, phones, and all IT setups, including account access for relevant software (Indie, UL, QuickBooks, etc.).
• Service Software Management: Maintain a catalog of internal software (e.g., Sprout Social, SEM Rush) and oversee all aspects of software access, billing, and contract renewals.

4. Office Management

• Ensure smooth office setup and optimization in both Raleigh and NYC locations.

5. Team Travel & Client Entertainment

• Coordinate team travel for off-site client meetings, book meeting rooms, and manage reservations and meals for major client events.

Executive Assistant Responsibilities

1. Podcast Production Support

• Scheduling & Guest Outreach: Schedule guest appearances, handle outreach for new guests, and manage all production-related coordination.
• Studio Presence: Act as a point person during studio sessions, coordinating with the production team to ensure smooth recording.

2. New Business Coordination

• Scheduling & Note-Taking: Schedule new business meetings, take and distribute notes, and follow up on key action items.

3. On-Site Meeting Support

• Coordinate logistics (travel, meals, hotel preferences) for on-site meetings held twice a year.

4. Calendar & Travel Management

• Provide flexible calendar and travel support for executives, including NYC office and conference room booking.

5. Leadership Meeting Support

• Facilitate monthly leadership team meetings, draft agendas, take meeting notes, and coordinate follow-ups.

6. Event Support

• Assist in the planning and execution of internal and external events, including team meetings, client events, and corporate gatherings. Responsibilities include venue selection, catering arrangements, and day-of coordination to ensure seamless event experiences.

7. Special Projects & Client Engagement

• Handle client gifts and surprise-and-delight initiatives, as well as end-of-year appreciations.

Requirements:

Skills, Knowledge & Qualifications

• 2-3+ years of experience in an internal operations and/or executive assistant role.
• Demonstrated success in balancing competing priorities.
• Experience in project management with close attention to detail.
• Understanding of marketing services is a plus.
• Excellent written, presentation, and verbal communication skills.
• Willingness to travel 20-30%, depending on internal team and client needs.

Reporting Relationships: This position reports to the CEO.

Location: Raleigh, NC in a hybrid work setting (split between working from home, shared offices, and client locations).

Compensation: As required by applicable Pay Transparency laws, Indie Consulting provides a range of minimum compensation for roles that may be hired in locations under these requirements. The salary range for this role is $55,000-$70,000 per year, with potential commission and bonus eligibility up to $85K+ annually. Additional benefits include health insurance and a 401k plan.