Operations Executive Assistant to the CEO

Job Description Job Description About the Role
The Kollective Brand is a boutique brand development and marketing systems consulting firm headquartered in West Palm Beach. We help ambitious businesses build structured, scalable marketing systems that drive real growth not just strategy decks.
We are looking for an exceptional Operations Executive Assistant to become the strategic backbone of our company. This is not a traditional assistant role. You will touch every part of the business, from client outreach and sales pipeline management to brand expansion, systems operations, and marketing execution, enabling our Founder to focus on visibility, leadership, and high-level client delivery.
Who You Are
Loyal, hardworking, diligent, and genuinely proactive — you do not wait to be told
Exceptionally organized, structured, and detail-oriented in everything you produce
Quick in execution without sacrificing quality or thoroughness
Confident in sales and outreach — cold calls and client-facing conversations do not intimidate you
Well-connected in Palm Beach County and across South Florida
Experienced in helping grow or market a company from the inside
Positive, solution-oriented, and always moving toward the opportunity
A strategic thinker who can also execute at the ground level
Creative but process-driven — you build systems, not just ideas
Extroverted, relationship-driven, and a natural people-person
Comfortable supporting a Founder while allowing her to remain the face of the brand
A strong communicator across all channels — written, verbal, and digital
This role is fully confidential and will require the signing of a Non-Disclosure Agreement.
Core Responsibilities
The following are the primary functions of this role. These are non-negotiable and represent the core of the position.
1. CLIENT RESEARCH & SALES OUTREACH –
Research and identify 10–15 qualified companies daily across Palm Beach County, including the right contact at each
Craft and send personalized outreach via email, LinkedIn messages, and phone
Follow up strategically every 3 days on unanswered outreach; call when appropriate
Maintain a clean, organized CRM and outreach tracking spreadsheet with contacts, responses, follow-ups, and next steps
Generate referral requests consistently from outreach contacts and active relationships
Convert outreach into real discovery calls, proposals, and closed clients
2. SPEAKER & EVENT PACKAGE DEVELOPMENT
Research high-level speaker and event package formats, competitor standards, and industry benchmarks
Draft and design compelling keynote and event packages including branding, offerings, credentials, pricing, testimonials, and past event examples
Compile a complete distribution list of Rotary clubs, chambers, nonprofits, and social clubs across Palm Beach County
Send packages physically and digitally and track which were sent, responses received, and follow-up status
Actively pursue and secure speaking engagements through direct outreach
3. MARKETING & BRAND EXPANSION
Coordinate vendor outreach to local hotels, venues, clubs, and catering companies submit applications to preferred vendor lists and track all follow-up
Build and maintain an organized email and lead database for newsletters, campaigns, and ongoing outreach
Identify 3 strong local social media collaboration partners in Palm Beach County for brand awareness and exposure
Secure podcast appearances and media opportunities through strategic outreach
Collect, organize, and format client success stories and testimonials for marketing use
Support the coordination and eventual publication of a 100–200 page marketing book including research
on publishing options
4. BRAND PRESENCE UPDATES
Update Instagram bio, profile photo, and link in bio; audit existing content and archive anything off-brand
Build and maintain a content calendar with a consistent posting schedule across Instagram, Facebook, and LinkedIn
Define and execute content pillars including tips, behind-the-scenes, testimonials, and thought leadership
Update LinkedIn company and personal page with current services, positioning, and thought leadership content
Update Facebook business page info, sync content strategy with Instagram, and respond to all reviews and messages
Set up and maintain a Mailchimp welcome sequence for new subscribers and a regular monthly newsletter cadence
5. PROPOSAL & PORTFOLIO DEVELOPMENT
Create polished example packages and portfolio materials for each service offering to send to prospects
Build tiered offerings pages and visual one-pagers for each service: Audit, Marketing System Build, 1:1
Retainer, Social Media Retainer, and Event Production
Develop an overall company pitch deck for use in new business conversations
Keep all proposal templates, contracts, and offering documents current and organized
6. STRATEGIC GROWTH & BUSINESS DEVELOPMENT
Research and identify speaking events, conferences, and networking opportunities across South Florida
and add them to the calendar
Research competitor positioning — including The Kollective Co and The Collective — and identify how
The Kollective Brand differentiates
Research competitor activity, industry trends, and strategic partnership opportunities
Actively bring new ideas and strategic insight to the Founder on a regular basis
7. Bonus Skills — Website & Digital Presence
Compensation & Structure
$20–$30 per hour
5–20 hours per week to start, with clear room to grow as revenue scales
In-person 3–4 days per week in Palm Beach County
Performance-based tiered commission starting at 5% on closed sales
Growth into a full-time role as the company scales