Operations & Business Assistant

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 focused on communities. We work with Business Improvement Districts (BIDs), Chambers of Commerce, Economic Development Organizations, tourism groups, and other place-based nonprofits to help them strengthen their digital presence and better serve their communities.

Our clients aren’t just running marketing campaigns—they’re working to revitalize downtowns, support local businesses, activate public spaces, and create places people actually want to be. Our role is to help them communicate that work clearly and effectively.

We build long-term partnerships based on trust, practical strategy, and a real understanding of the challenges these organizations face every day.

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 — while also working closely with leadership on high-priority initiatives and executive-level coordination.

This role offers direct exposure to how a growing agency operates, including involvement in strategic discussions, business development efforts, and executive decision-making processes. You will serve as a key support layer in helping leadership stay organized, aligned, and focused across multiple priorities.

For the right person, this is more than a support role — it’s an opportunity to grow into a critical operational and strategic contributor within the organization.

If you love coordination, structure, communication, and bringing clarity where it’s needed most — and want to be in the room where decisions are made — this is your role.

Core Responsibilities

Executive Support to Managing Partner

• Provide direct support to the Managing Partner in day-to-day priorities, strategic initiatives, and executive-level coordination.
• Assist in preparing materials, briefs, and summaries for leadership conversations, engagements, and key client interactions.
• Support calendar prioritization, travel planning, and alignment of high-level meetings to ensure efficient use of executive time.
• Help manage follow-ups, action items, and communication stemming from leadership meetings and strategic discussions.
• Maintain discretion and professionalism when handling sensitive, confidential, or high-level information.
• Act as a reliable extension of the Managing Partner by anticipating needs, staying ahead of priorities, and helping maintain clarity across moving pieces.

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 HubSpot 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, digital tools, and learning new systems quickly.
• Proactive, reliable, steady follow-through without needing constant direction.
• Ability to handle confidential information with professionalism.
• A collaborative, team-oriented mindset

Nice to Have

• Experience in a digital agency, creative firm, marketing team, or professional services environment.
• Familiarity with CRMs (HubSpot, Salesforce, Pipedrive) or project management tools (Asana, ClickUp, Monday).
• Exposure to web, branding, or digital marketing workflows.
• Basic understanding of client-facing communication or coordination roles.
• Experience in civic, economic development, or nonprofit environments.

What You’ll Get

• A team that values trust, autonomy, and collaboration.
• Purpose-driven work supporting mission-aligned clients in impactful industries.
• Clear processes and real leadership support.
• Competitive salary with performance-based growth opportunities
• Paid holidays, PTO, tech stipend, and professional development support.
• Exposure to meaningful work, client relationships, and real agency operations
• A long-term path to grow into operations, client success, or business leadership

Why This Role Matters

The organizations we support are shaping the future of their communities — and your work will help them communicate, engage, and operate more effectively.

Whether it's supporting a website launch, preparing a proposal for a major district, organizing conference outreach, or helping maintain internal clarity, the work you do creates real, lasting impact.

You won’t just keep things organized — you’ll help strengthen the systems and processes that empower community-focused organizations across the country.

To Apply:

Send your resume and a short note introducing yourself and sharing why this role excites you — especially if you’ve worked in operations, coordination, digital environments, or community-oriented organizations.

Please also include a 2-minute on-camera video telling us why you’d be a great fit for this role and for Spectrum Media Solutions. It doesn’t need to be polished — just real. Show us who you are, what motivates you, and how you approach organization, communication, and follow-through.

Submit your materials to: wnelms@spectrummediasolutions.com

What to Expect After You Apply:

1. Initial Call – A short conversation to learn more about you and your ex

perience.

2. Practical Exercise – Finalists may be asked to complete a short coordination or organizational task.

3. Decision & Offer – We’ll follow up with next steps and the potential to join our team.