We’re hiring an Executive Assistant and Client Delivery Specialist for Pollinate Marketing. This hybrid, part-time role (20 hours per week) will involve assisting across multiple platforms, including social media, Google Suite, project management, website updates, and marketing initiatives. This client-facing role will execute organic and paid campaigns across multiple platforms and support the CEO with inbox management, scheduling, and more. Additionally, you will manage client deliverables to support outcomes and create and maintain strong, positive relationships with clients and their teams.

We’re looking for someone who is equally creative and analytical with a service-minded approach. You should be able to assist our team effectively while bringing levity and friendship into our daily interactions. We encourage you to apply if you communicate well, work methodically as part of a team, and thrive in a fast-paced environment.

This position requires a self-sufficient, detail-oriented team player who will contribute to the organization’s overall success and growth.

This part-time role offers $16-$18 per hour (depending on qualifications and experience). It is based virtually (work from home) with intermittent in-person meetings with the team and clients. Our business hours are Monday through Friday from 9 a.m. to 5 p.m. MST. We are looking for a candidate who is available during these times and has some flexibility for special events.

Qualifications:

• Technology savvy with the ability to jump into any software system and figure it out
• Highly detail and process-oriented 
• Excellent organizational skills, with the ability to prioritize workload of self and others
• Willing to problem solve and come up with creative solutions
• Strong analytical thinker, with great attention to detail with an emphasis on accuracy
• Ability to make good decisions amid ambiguity in a fast-paced environment with changing priorities
• Excellent communication skills (written and verbal)
• Passion for working with others and being collaborative 
• Upbeat and fun with a positive team-oriented attitude
• Innovative and hungry for new challenges
• Self-sufficient and internally motivated
• Approaches each day with a sense of purpose 
• Ability to work on multiple projects at any one time
• Desiring to cultivate relationships and community

Required software knowledge:

Our company utilizes various software to deliver a high-touch, premium experience to clients effectively. 

• Asana (primary project management system, utilization required)
• Slack (primary team communication channel, utilization required)
• Zoom
• GSuite (Docs & Sheets)
• Dropbox 
• Later (primary social media scheduler)
• Adobe Suite (occasional, basic use)
• Canva 

Some of your responsibilities include:

The day-to-day: 

Executive Assistant tasks: 

• Inbox management
• Calendar management
• Client Coordination
• Community management
• General admin
• Backend website support & updating
• Email marketing automations & workflows
• Prepare and edit documents, reports, and presentations.
• Coordinate meetings, including preparing agendas and taking minutes.
• Assist with project documentation and record-keeping.
• Assist with project documentation and record-keeping.

Client Delivery: 

• Schedule, post, and moderate all company social channels, including Instagram, TikTok, Facebook, Pinterest, YouTube, Google, and LinkedIn.
• Batch 2-4 weeks of content using tools like Later (for IG/FB).
• Maintain brand consistency across all projects.
• Write and design email campaigns.
• Set up, launch, and monitor paid social media campaigns on platforms like Facebook Ads Manager and Google Ads.
• Update client websites for new campaigns, events, and general business updates.
• Track project deadlines and deliverables.
• Create social media graphics, POS signage, digital products, and more for clients.
• Write and publish blog entries.

CLIENT DELIVERY & PROJECT MANAGEMENT:

The Client Delivery Specialist/Executive Assistant is responsible for working closely with the Marketing team to carry out the execution and ongoing management of digital strategy campaigns that target specific client outcomes. The channels we use in our business could include:

• Organic Social Media
• Paid Social Media
• Email or text message marketing
• Graphic Design
• Copywriting
• Dedicated sales pages on clients’ existing website
• PPC Ads
• Influencer Marketing
• GSuite Projects
• Asana
• Canva
• Adobe Products

COMMUNICATION

• Proactively communicate upcoming deliverables/deadlines daily
• Regularly attend team and client meetings
• Daily check-ins with the whole team, monthly client meetings and bi-weekly 1:1 check-ins with your manager
• Stay up to date on all marketing trends and industry standards, as well as client happenings.

DOCUMENT PROCESSES & UTILIZING EXISTING SYSTEMS

• Create and adapt workflows to maximize efficiency and productivity.
• Document any processes and workflows related to their work. This may include checklists, loom walkthrough videos, processes, time management, saving, editing, or creating new files, etc. 
• Updating any Programs-related Standard Operating Procedures, keeping all Programs related resources up to date and accurate across platforms
• Utilize existing processes, systems, and project management tools, including regular use of Asana, Slack & Loom
• Respond within a reasonable time during ordinary working hours to Slack messages, Asana notifications, emails, and other messages pertaining to the scope of work.

And other tasks as assigned. 

How to Apply:

Please fill out the typeform linked here. And we will be in touch. 

Our Application and Hiring Process:

1. Fill out the typeform in full. This is considered your official application.
2. After you apply, in 2-10 business days we will respond with one of the following:
   1. We are excited about your application and would like to move your application on to the next stage.
   2. Thank you so much for applying. We appreciate the time you took preparing your application. After careful consideration, we’ve decided to move forward with other candidates.
   3. Your skills and experience may not be right for this exact position, however we see how you could be a fit into our company culture. Would you be interested in other positions within our company in the future?
3. If your application moves onto a stage beyond the initial application we will notify you when it has been filled. We won’t leave you left to wonder what’s happening behind the scenes.

Who We Are:

At Pollinate Marketing, we empower forward-thinking small businesses to grow intentionally and create a connected online community that is excited about their brand. We create meaningful connections online and in person. We bring lightness to our clients’ and audiences’ days. 

About our Clients & Communities:

Our clients and are forward-thinking small business owners who take a start-up approach and are passionate about creating connected communities. They are focused on lifting up their customers, team members, and communities and see their business as a method of doing so.

Why Join Our Team:

WORK FROM HOME

When you join Pollinate Marketing, you join a team of individuals committed to our mission of serving forward-minded business owners. While we don’t have a centralized office, most of our work is done with clients & businesses in Colorado. We believe in the power of meeting face-to-face (virtually and in IRL), so we meet with clients in person whenever possible. We work together very closely via Slack, Asana, and Zoom meetings. When we don’t have an in-person meeting scheduled, you can work from home, at a coffee shop, or anywhere with reliable WiFi. 

SERVICE-MINDED

Here at Polinate, we’re deeply passionate about our clients’ success. We’re on a mission to make marketing any business fun, easy, and light while gaining real, sustainable income for small business owners. Our clients are our priority. We strive to improve their businesses and lives in every way we can. 

DIVERSITY & INCLUSION

We value, respect, and support all types of diversity across all identities, including, but not limited to, LGBTQIA+, race, ethnicity, gender, religion, age, and abilities. We’ve created a community that makes everyone feel welcome, seen and heard.  Our company exists to get help forward-thinking entrepreneurs thrive in their businesses. We’re looking for team members who can add value to these spaces, serve our people like their own, and care deeply about their results.

A CAREER PATH

We’re always brainstorming and implementing new ideas that will best serve our clients. Although we’ll expect you to adhere to the roles, responsibilities and systems that enable Pollinate to run smoothly, your creativity and initiative will always be welcome and rewarded. Once you’ve mastered the basics, there are plenty of ways you can move up and around within the company. Assuming it’s the right fit, you’d be eager to commit to staying with Pollinate Marketing for 2 years or more.