Operations Coordinator & Executive Assistant

The Concept Agency | Remote (South Florida) | Full-time | Fixed-term, 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 are looking for someone to run the operational centre of the agency while she is away.

This is an operations role. You own the machinery a nine-person agency runs on: client invoicing and collections across two entities, onboarding, Monday.com, documentation, tooling, vendors and the internal processes that keep delivery on schedule. When something should have happened and didn't, you are the person who notices.

A slice of the role is direct support to our Founder & CEO — calendar, inbox triage, meeting prep — enough to keep her week from collapsing into admin, but it is not the centre of the job.

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

You would be joining a nine-person team and reporting directly to the Founder & CEO.

What you'll do

Operations and systems

• Monday.com is yours: boards current and monitored across every active account, so you know what is moving, what has stalled and what is due.
• Own time tracking, and report on where hours are actually going against what each client is paying for.
• Keep internal documentation, templates, manuals and processes current and improve them as you go, and flag where our operating standards are slipping.
• Manage software subscriptions, vendors and contractor agreements — renewals, costs, billing failures, and the cancellations that follow when a client relationship changes.

Invoicing and collections

• Run the full invoicing cycle across two entities (a Canadian Inc. and a US LLC), accurately and on schedule.
• Own collections: write the payment reminders, stay on them across multiple invoices and months, and escalate to the founder early.
• Keep clean records and work with our bookkeeper on anything that touches the books.

Client onboarding and delivery

• Run client onboarding end to end: contract, onboarding emails, project plan, access and credentials, Monday.com board.
• Watch delivery across every account — chase approvals, assets and sign-offs, and surface stalled deliverables rather than waiting for someone to notice.
• Flag scope creep and client issues to the founder before they grow.
• Be the point of contact for clients on anything administrative: invoices, scheduling, paperwork, access.

Team and people administration

• Onboard and offboard team members, contractors and interns: interview scheduling, contracts, accounts, equipment, onboarding documents and the training that gets someone productive.
• Track time off, personal days and team availability.
• Keep contractor agreements, rates and payment schedules current, and handle small equipment and logistics needs for the team.

Support to the Founder & CEO

• Manage the calendar: scheduling, rescheduling, protecting focus time.
• Triage the inbox — flag what needs attention, draft routine replies, make sure nothing important goes quiet.
• Prepare for meetings: agendas, briefing notes, background on who we are meeting and why.
• Capture decisions and action items and chase them to completion, and coordinate travel, client visits and team gatherings.

What we're looking for

• 3+ years in operations, business management or agency/studio operations — ideally in an agency, startup or other small, fast-moving business. Pure executive-assistant backgrounds are a partial fit; we are looking for someone who has run processes, not only calendars.
• You build systems, not just keep up with them. You should be able to look at a process that is held together by someone's memory and turn it into something documented and repeatable.
• Exceptional organization and follow-through. You close loops without being asked twice.
• Clear, professional written communication. You will be writing on behalf of the agency and chasing money from clients.
• Comfortable using AI tools daily. We use Claude across the agency for drafting, research, summarizing and building documentation, and we would 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 invoicing, payment terms and spreadsheets should all feel familiar.
• Sound judgment and discretion. You will see client contracts, team compensation and financial information.
• Genuinely self-directed. We are 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 things move quickly.

Nice to have

• Monday.com, QuickBooks or Xero, Shopify or Klaviyo.
• Experience owning invoicing or AR for a business with more than one entity.
• Experience supporting a founder or small leadership team directly.
• Exposure to DTC, ecommerce or marketing services businesses.

The details

• Type: full-time, fixed-term contract of employment, with genuine potential to extend or convert to permanent.
• Term: approximately December 1, 2026 to July 15, 2027.
• Hours: 9:00am – 4:00pm, 35 hours per week.
• Location: remote, but must be located in South Florida for occasional in-person meetings.
• Compensation: $55,000 per year.
• Vacation: three weeks, prorated to the term.