Operations & Marketing Executive Assistant

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 Marketing & Operation 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