Marketing and Operations Executive Assistant

Work Arrangement: ONSITE in CLARK, PAMPANGA

Key Responsibilities:

Marketing and Content Coordination

1. Produces five reels per week across the ten content pillars, from script through to editing, captions, on-screen text and scheduling.
2. Creates branded static posts, carousels and story content in Canva or Adobe Suite.
3. Schedules and publishes content across Instagram, Facebook, LinkedIn, TikTok, YouTube, Pinterest and Substack.
4. Manages comments, direct messages and community engagement daily, escalating genuine enquiries on the same day.
5. Drafts copy for captions, emails, blogs and event promotion. Confident use of AI tools such as ChatGPT and Claude to speed up drafting, while holding the client’s voice and Australian spelling.
6. Builds and maintains the rolling marketing calendar so we always know what is published, what is scheduled and what is due.
7. Supports event marketing for the 10X Business Summit and The Growth Room, including collateral, ticket promotion, speaker assets and post-event content.
8. Tracks content performance monthly, including reach, engagement, profile visits and leads generated, and report the numbers with a short read on what is working.

CRM and Systems Management (Go High Level)

1. Learns and masters the GHL platform, then own it.
2. Maintains client and lead records, tags, pipeline stages and contact history so nothing is lost between conversations.
3. Builds and monitors automated email and SMS sequences, including the Business Growth Audit and CEO Report Card nurture flows.
4. Builds landing pages, funnels and forms for lead magnets, events and program launches.
5. Manages calendar booking links, reminders and no-show recovery workflows.
6. Tracks lead source and conversion so we can see which channels are producing and which are not.
7. Keeps the automation running clean, testing sequences, fixing broken links and flagging drop-off points.

Executive and Administrative Support

1. Manages calendar, including coaching sessions, sales calls, speaking engagements and event commitments.
2. Monitors and responds to emails with professionalism and discretion.
3. Conducts appointment setting and follow-up with warm leads, referral partners and past clients.
4. Prepares for engagements with short briefing notes.
5. Arranges travel including flights, accommodation and transfers.
6. Acts as a point of contact to and by external parties.

General Administration

1. Coordinates daily tasks and priorities in Trello across both business and personal activities.
2. Runs client onboarding, including welcome packs, intake forms, program access and first-session logistics.
3. Handles light bookkeeping, prepares and sends invoices, monitors payments and liaises with the external accountant.
4. Maintains electronic filing systems so documents, templates and client records are easy to find.
5. Conducts research and prepares reports or summaries as required.
6. Supports event and seminar logistics, including venue liaison, registrations, catering and materials.
7. Completes personal errands and miscellaneous tasks from time to time.
8. Other duties as required by the business.

Key Requirements:

1. Minimum three years in a marketing, executive assistant or operations role, ideally in a small business or coaching environment.
2. Strong Canva skills, plus short-form video editing for reels and social content.
3. At least two years using a CRM. GHL experience preferred, or a clear ability to learn it quickly.
4. Excellent written and verbal English, with Australian spelling.
5. Confident with AI tools for drafting and research, with the judgement to edit rather than publish raw output.
6. Working knowledge of Excel, Word and PowerPoint.
7. Highly organised and detail-oriented, with follow-through that does not need chasing.
8. Comfortable multitasking and prioritising under pressure in a business that moves quickly.
9. High level of professionalism, confidentiality and interpersonal communication.
10. A qualification in business, marketing or a related field is well regarded, though demonstrated experience matters more.