Executive Assistant / Operations & Marketing Coordinator

About the Role
We are looking for a highly organised, proactive, and experienced Executive Assistant /Operations & Marketing Coordinator to work closely with a founder who is managing several growing ventures across the forecasting, prediction markets, events, publishing, and e-commerce space.
This is much more than a traditional administrative role. The successful candidate will become a trusted right-hand person, taking ownership of projects, keeping important deadlines on track, coordinating with external stakeholders, and ensuring that important tasks don't fall through the cracks.
The role is ideal for someone who is highly organised, detail-oriented, confident, adaptable, and capable of figuring things out independently.
A major focus initially will be supporting an upcoming high-profile conference in New York in December, alongside the production and publication of a monthly newspaper covering forecasting and prediction markets.

 

What You'll Be Doing
Conference & Event Support
● Coordinate and track marketing activities leading up to the December conference
● Draft and format marketing communications and promotional materials
● Communicate professionally with academics, professors, sponsors, and other
stakeholders
● Collect abstracts, promotional materials, and other required information from speakers and sponsors
● Keep track of deadlines, deliverables, and outstanding items
● Help ensure all conference-related tasks remain on schedule
● Coordinate with external event partners and suppliers where required

Publishing & Marketing
● Help manage the production of a monthly newspaper/publication
● Coordinate the collection of articles, advertisements, and other content
● Keep the publication timeline and production schedule on track
● Assist with formatting and preparing content for publication
● Coordinate with the printing company and manage the process of sending materials to print
● Support email/newsletter marketing and distribution
● Work with the appropriate mailing lists and newsletter platform
● Help draft and format marketing copy

Executive & Business Administration
● Act as a highly organised extension of the founder
● Take ownership of recurring administrative tasks and deadlines
● Maintain systems and organisational structures to keep projects moving
● Track monthly, quarterly, and annual business filings and administrative requirements
● Proactively identify outstanding tasks and follow up before they become problems
● Help manage multiple projects simultaneously across different businesses
● Provide general administrative and operational support as required

Essential
● Previous experience in an Executive Assistant, Operations, Project Coordination,
Marketing Coordination, or similar role
● Excellent written and spoken English
● Exceptional attention to detail and organisation
● Strong sense of ownership and accountability
● High level of professionalism, honesty, and integrity
● Excellent written communication skills
● Ability to communicate confidently with senior professionals, academics, sponsors, and external stakeholders
● Strong ability to manage deadlines and multiple projects simultaneously
● Highly proactive — able to identify what needs to be done rather than waiting to be told
● Comfortable learning new systems and software quickly
● Strong problem-solving skills and confidence figuring things out independently
● Adaptable and comfortable working in a fast-moving environment

Nice to Have
● Experience supporting events or conferences
● Marketing or communications experience
● Experience with newsletters or email marketing platforms such as Mailchimp or Ghost
● Publishing, editorial, or print production experience
● Experience coordinating with printers or external suppliers
● Experience working with academics, professional organizations, or senior stakeholders
● Experience using AI tools to improve writing, research, organization, or productivity

Specific software experience is not essential. The priority is finding someone who is intelligent, adaptable, confident with technology, and able to learn quickly.

This role will suit someone who is outgoing, communicative, energetic, and naturally proactive.

The successful candidate should be comfortable speaking up when something needs attention and should never feel afraid to communicate when something has gone wrong. Transparency and integrity are extremely important — if a deadline is missed or something slips through the cracks, the expectation is that it is communicated immediately and addressed.

You should be someone who enjoys taking ownership rather than simply completing a list of assigned tasks.
The ideal person will be:
● Highly dependable
● Detail-oriented
● Proactive
● Organised
● Honest and trustworthy
● Energetic and outgoing
● A strong communicator
● Adaptable and resourceful
● Comfortable working independently
● Confident learning new tools and processes