Operations & Admin Manager

The MicDrop Agency · Austin, Texas Metropolitan Area (Hybrid) About the Role The MicDrop Agency is hiring a full-time Operations & Admin Manager to help keep our growing PR and marketing agency running smoothly behind the scenes. This role is ideal for someone who loves building systems, improving workflows, and ensuring nothing falls through the cracks. You will work closely with leadership to support both our Canadian and U.S. entities across finance, vendor management, internal programs, logistics, and operational systems. This is a high-ownership role for someone who wants to become a long-term operational leader inside a scaling agency. Location Ideally based in Austin, Texas (hybrid) Schedule Full-time Why This Role Matters MicDrop is growing quickly as a PR and marketing partner to tech-enabled and high-growth companies across sectors including construction, insurance, health, defense, climate, and emerging industries. As we expand our U.S. presence, we need someone who can: Improve operational clarity Support leadership bandwidth Build systems that scale Key Responsibilities Communications & Inbox Management Manage inbound View email address on click.appcast.io emails and main phone line Route inquiries to the appropriate team member Respond to general inquiries using templates and brand guidelines Business Development & Visibility Support Build and maintain lists of relevant events, conferences, and speaking opportunities Research organizers, media contacts, and decision-makers Support outbound pitches for speaking, panels, podcasts, and event participation Maintain a simple CRM or tracking system for outreach and follow-ups Schedule and prep for new business meetings Travel & Logistics Book and coordinate team travel (flights, hotels, transportation) for conferences, events, and offsites Manage calendars and logistics for leadership travel Support planning and execution of the annual team retreat (venue research, scheduling, budgeting, coordination) Financial & Administrative Operations Oversee bookkeeping coordination for both Canadian and U.S. entities (expense tracking, categorization, support for accountants) Manage vendor invoicing, payment tracking, and financial organization Support monthly financial reporting preparation and internal tracking dashboards Vendors, Tools & Operations Management Own MicDrop’s software stack (subscriptions, access, renewals, permissions) Act as the main point of contact for operational vendors Maintain a master vendor list, contract terms, and renewal dates Identify and implement workflow improvements as the agency scales Team Culture & People Operations Support hiring by coordinating interviews and managing candidate communications Coordinate new hire onboarding (accounts, welcome materials, internal introductions) Manage and organize the MicDrop internship program Coordinate employee and client gifts for milestones and launches Book and coordinate monthly guest speakers for the team Build and maintain an annual internal events and culture calendar What We’re Looking For Based in or near Austin, Texas (preferred) Bachelor’s degree in business administration, management, operations, or related field 4–6+ years experience in operations, office management, or administrative leadership (agency or startup experience preferred) Experience managing operational systems independently Experience supporting bookkeeping, expense tracking, or financial administration (QuickBooks or similar tools preferred) Comfortable managing invoice processing, expense categorization, and coordinating with external accountants Comfortable coordinating across finance, vendors, hiring, and internal programs Proficiency with Google Workspace; QuickBooks, FreshBooks, and Notion a plus Strong organizational and time-management skills Systems-minded with an interest in optimizing tools and workflows Excellent written communication skills Proactive, resourceful, and detail-oriented Comfortable working across time zones and distributed teams Compensation and Benefits Salary: $60,000–$70,000 USD (commensurate with experience) Time Off for Holidays: Memorial Day (May 26, 2025), Independence Day/July 4, Labor Day (September 1, 2025), Thanksgiving + the day after, Good Friday, + two flexible days of observance, and a paid break from Christmas Day through New Year’s Day. Benefits: Access to our benefits package beginning the first day of the month following three months of employment Opportunities for professional development Flexible remote/hybrid work environment Direct exposure to founders, industry leaders, and high-growth companies Equal Opportunity Employer MicDrop does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. #J-18808-Ljbffr The MicDrop Agency