Operations & Business Assistant

9 hours ago Be among the first 25 applicants

Get AI-powered advice on this job and more exclusive features.

Direct message the job poster from Spectrum Media Solutions

Strategic Listener | Trusted Advisor | User Experience Advocate | Helping mission‑driven organizations expand their reach

Position: Operations & Business Assistant

Reports to: Managing Partner

Employment Type: Full‑time Employee

About Spectrum Media Solutions

Spectrum Media Solutions is a full‑service creative and digital agency built for communities. We work with Business Improvement Districts (BIDs), Special Improvement Districts (SIDs), Chambers of Commerce, Economic Development Organizations, tourism groups, and place‑based nonprofits to help them increase visibility, strengthen their digital infrastructure, and expand local impact.

Our clients aren’t just running marketing campaigns — they are revitalizing downtowns, supporting small businesses, activating public spaces, and shaping more resilient communities. We help them show up online with clarity, consistency, and purpose.

We build long‑term partnerships rooted in trust, strategy, and a deep understanding of the challenges and opportunities facing place‑based organizations today.

Position Overview

We’re hiring an Operations & Business Assistant to support both the operational heartbeat of Spectrum Media Solutions and the business activities that keep the agency growing. This is an entry‑level to early‑career role for someone who is organized, proactive, and ready to take ownership of meaningful work.

You will support client delivery, internal operations, proposal preparation, outbound initiatives, conference logistics, documentation, and day‑to‑day processes that keep the agency running smoothly.

If you love coordination, structure, communication, and bringing clarity where it’s needed most — this is your role.

Core Responsibilities Operations & Internal Support

• Maintain organized project documentation, internal workflows, and CRM updates.
• Keep task boards, deadlines, and internal processes aligned and up to date.
• Assist with preparing meeting agendas, capturing notes, and managing follow‑ups.
• Support conference and event logistics, including coordination for IDA, IEDC, and state ED events.
• Track RFP and submission deadlines, prepare required materials, and keep documentation organized.
• Assist with internal systems, SOP updates, and operational optimization.

Business Development & Outreach Support

• Support Corey Quinn–style Gift‑Based Outbound (GBO) campaigns.
• Help build and maintain lead lists, prospect research, conference contacts, and association outreach.
• Draft outreach emails, follow‑ups, and scheduling coordination for leadership review.
• Prepare proposal shells, quotes, and supporting documents based on established templates.
• Keep Hub Spot or CRM updated with accurate notes, activities, and deal stages.
• Draft and edit supporting written materials for proposals, outreach, and internal documentation using established templates.

Client Success & Communications Support

• Assist with gathering client updates, preparing summaries, and maintaining proactive communication.
• Support onboarding tasks and documentation for new clients.
• Help assemble content for newsletters, dashboards, recaps, and reporting.
• Ensure clients feel supported, informed, and organized throughout various touchpoints.
• Prepare client‑facing summaries, recaps, and documentation to support clear and timely communication.

General Administrative Support

• Assist with inbox prioritization, email organization, and communication follow‑through.
• Support calendar alignment, scheduling, and travel coordination for leadership.
• Help maintain organized digital files, documents, and shared resources.
• Support simple internal reporting, expense tracking, and administrative tasks.
• Collaborate with Spectrum’s design team on more complex creative needs.
• Prepare presentation‑ready decks for clients or prospects.
• Other duties as assigned.

What We’re Looking For Required

• Strong organizational skills with a high attention to detail.
• Clear written and verbal communication skills.
• Ability to manage multiple deadlines in a fast‑paced environment.
• Comfort with technology,…