Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator

The Concept Agency Fully remote Full-time Fixed-term contract with potential to extend

About The Concept Agency

The Concept Agency is a boutique DTC growth marketing agency working with beauty, wellness, skincare, fragrance, jewelry, and lifestyle brands in the $2–$10M range. We handle email (Klaviyo), social, branding, and web for founders who care about their brands as much as we do. Small team, high standards, no corporate fluff.

The Role

Our Director of Operations is taking a six-month leave beginning in January, and we’re looking for someone to step into the operational centre of the agency while she’s away.

This is a genuinely broad role. Half of it is executive support to our Founder & CEO — calendar, inbox, follow-ups, meeting prep, the things that keep a founder’s week from collapsing into admin. The other half is running the operational machinery of a small agency: client invoicing and collections, onboarding systems, tooling, vendor management, and making sure things that should happen actually happen.

We’re upfront about the shape of this: it starts as a fixed-term role covering the leave, running from December through early July. If it’s working well on both sides and the business supports it, we would love to keep you.

You’d be joining a nine-person team and working most closely with the Founder & CEO, who you’ll report to directly.

What You’ll Do

Executive Support

• Own the Founder & CEO’s calendar: scheduling, rescheduling, protecting focus time, and making sure the week actually reflects priorities.
• Triage the inbox — flag what needs attention, draft replies for routine items, and make sure nothing important goes quiet.
• Prepare for meetings: agendas, briefing notes, background on who we’re meeting and why.
• Capture decisions and action items from meetings, then chase them to completion.
• Coordinate travel, client visits, and team gatherings.
• Act as a gatekeeper and first point of contact where appropriate, with good judgment about what needs the founder and what doesn’t.

Invoicing & Accounts Receivable

• Issue client invoices accurately and on schedule across two entities (Canadian Inc. and US LLC).
• Track receivables and follow up on overdue accounts professionally and persistently.
• Flag payment issues early and keep the founder informed on anything that needs escalation.
• Maintain clean records and liaise with our bookkeeper on anything that touches the books.

Operations & Systems

• Own the day-to-day running of our internal systems — primarily Monday.com, plus the tools the team works in daily.
• Run client onboarding end to end: contracts out, access and credentials collected, kickoff prep, boards built.
• Maintain and improve our internal documentation, templates, and processes so the team isn’t reinventing things.
• Manage software subscriptions, vendors, and contractor agreements.
• Help uphold our agency operating standards — the agreed ways we work — and flag where they’re slipping.

Team & People Administration

• Coordinate onboarding and offboarding for new team members, contractors, and interns.
• Track time off, personal days, and team availability.
• Help organize team meetings, check-ins, and internal communication.

What We’re Looking For

• 3+ years in an executive assistant, operations, or business management role — ideally in an agency, startup, or other small, fast-moving business.
• Exceptional organization and follow-through. You close loops without being asked twice.
• Clear, professional written communication. You’ll be writing on behalf of the agency and chasing money from clients.
• Comfortable using AI tools as part of your daily workflow. We use Claude across the agency for drafting, research, summarizing, and building out documentation, and we’d expect you to lean on it the same way — not to replace your judgment, but to get through the first 80% faster.
• Comfort with numbers and invoicing. You don’t need to be an accountant, but you should be unfazed by spreadsheets and payment terms.
• Sound judgment and discretion. You’ll see client contracts, team compensation, and financial information.
• Genuinely self-directed. We’re fully remote and nobody will be looking over your shoulder.
• Fluent with modern tools — Google Workspace, project management software, and a willingness to learn whatever else we use.
• Calm under pressure. Agency seasons get busy and…