Job Description

About the Role

We are seeking a highly organized, reliable, and proactive Administrative and Operations Assistant to support Mary Jane Walsh, Executive and Business Coach, in managing and growing her dynamic business. This role is ideal for someone who thrives in a fast-paced environment, values professionalism and precision, and takes pride in helping others operate efficiently and effectively.

The ideal candidate is detail-oriented, punctual, and communicates with clarity and warmth. They can think in systems and structures while also approaching challenges with conceptual and creative insight. We are looking for someone who not only executes tasks with excellence but also brings ideas and solutions that make the business stronger.

You will play a key role in ensuring smooth communication, streamlined operations, organized scheduling, and an exceptional client experience.

Key Responsibilities

Presentation & Materials Support-

Create, refine, and proofread presentation decks and materials using Canva and Google Slides; ensure all content aligns with Mary Jane's brand, messaging, and visual identity. Maintain a polished, error-free presentation style that reflects excellence.

Special Projects & Strategic Support-

Assist with events, proposals, and new initiatives that move the business forward. Be a thought partner who brings ideas, energy, and initiative.

Email & Inbox Management-

Monitor and organize incoming messages; flag priorities; draft and refine responses with impeccable grammar, tone, and professionalism. Maintain a warm, polished communication flow that reflects the brand's voice and values.

Scheduling & Calendar Coordination-

Manage and anticipate a dynamic schedule of client sessions, meetings, events, and travel. Protect the owner's time by proactively organizing priorities, planning logistics, and ensuring seamless transitions between commitments.

Email Marketing & CRM Management-

Support HubSpot campaigns and client communications, including drafting light copy, updating contact records, and maintaining segmented lists. Ensure messaging accuracy and alignment with ongoing business goals.

Client Communication & Experience-

Send confirmations, reminders, and follow-ups that demonstrate warmth, clarity, and care. Help create a white-glove experience by anticipating client needs and ensuring every touchpoint reflects professionalism.

Research & Business Development Support-

Research new speaking opportunities, conferences, and partnerships; identify target audiences and strategic opportunities for visibility and growth. Conduct background research on clients, leads, and markets to inform proposals and presentations.

Marketing & Growth Initiatives-

Collaborate with Mary Jane and the social media manager to brainstorm and support marketing ideas, content direction, and outreach strategies. Contribute fresh concepts that enhance brand visibility, engagement, and lead generation. Assist with light marketing tasks or coordination as needed to help bring campaigns and initiatives to life.

Quality Control & Proofreading-

Review all written materials, client documents, and marketing content for grammar, tone, clarity, and alignment with brand standards.

Data & Operations Management-

Aggregate and organize client data, feedback, and key performance insights to support business decisions. Maintain accurate records of engagements, contracts, and progress metrics.

Travel Coordination-

Plan and book most travel arrangements, including flights, hotels, and itineraries for speaking engagements, client events, and retreats.

Qualifications

Exceptional written and verbal communication skills, including proper grammar, spelling, and professional email etiquette. Ability to multitask, manage competing priorities, and work independently with minimal supervision. Proficiency in Google Suite (Docs, Sheets, Slides, Calendar, Drive), Canva, and HubSpot. Minimum 2 years of administrative, executive assistant, or operations experience. Strong attention to detail, organization, and follow-through. Dependable and punctual, with a commitment to meeting deadlines and maintaining consistency. Professionalism, discretion, and a solutions-focused mindset in every interaction.

Preferred Qualities

Based in or near New Orleans. A creative eye for design and visual presentation. Interest in leadership, personal growth, or professional development fields. A naturally positive communicator who brings calm, order, and excellence to every project. Willingness to travel occasionally for events or speaking engagements.
Job Types: Full-time, Part-time

Pay: From $18.00 per hour

Expected hours: 25 - 35 per week

Work Location: In person