The Executive & Operations Coordinator is a central role within Markeb Media, responsible for ensuring the smooth day‑to‑day running of the business across leadership, operations, and client experience.
This role supports the CEO, Head of Operations, and Head of Marketing by managing schedules, coordinating activities, maintaining alignment across teams, and ensuring a high standard of client communication.
This is not a traditional admin role.
This is a high‑responsibility, fast‑paced position for someone who can take ownership, think proactively, and keep the business moving forward.
Key Responsibilities
1. Executive Support (CEO)
* Manage and optimise the CEO’s calendar
* Schedule and coordinate meetings with: CEOs, founders, and strategic partners
* Handle inbound meeting requests and prioritise accordingly
* Prepare meeting context (who, purpose, desired outcome)
* Act as a gatekeeper to protect CEO time and focus
2. Operations Coordination (Head of Operations Support)
* Ensure all bookings are: Assigned efficiently
* Maintain accurate team calendars (photographers, shoots, availability)
* Support with: Job progress monitoring, Identify and flag operational issues early, Communicate updates between operations team and leadership
3. Client Experience & Communication
* Ensure clients are consistently informed and updated
* Flag any issues or dissatisfaction immediately
4. Internal Communication & Alignment
* Act as the central communication hub between: Internal teams and leadership to ensure all teams are aligned and prevent miscommunication and missed information
5. Meeting & Logistics Coordination
* Internal meetings
* Team meetups
* Have correct timings and locations
* Manage logistics and confirmations
6. Sales & Pipeline Support (When Required)
* Support outreach efforts during high‑demand or gaps
* Follow up leads and enquiries
* Assist in booking meetings for the sales team
* Maintain momentum in the pipeline
7. Business Support & Problem Solving
* Step in to support any area of the business when needed
* Identify inefficiencies and suggest improvements
* Assist in maintaining and improving internal systems
Daily Activities (Expected Routine)
* Review all bookings, jobs, and client statuses
* Manage and update calendars across leadership and team
* Coordinate meetings and follow‑ups
* Communicate with clients and internal teams
* Ensure no task, client, or job is left unattended
* Highly organised and detail‑oriented
* Strong communicator (written and verbal)
* Proactive and able to take ownership without constant direction
* Comfortable working in a fast‑paced, scaling environment
* Ability to manage multiple priorities simultaneously
What Success Looks Like
* The CEO’s time is fully optimised and protected
* Operations run smoothly with minimal issues
* Clients feel informed, supported, and valued
* Teams are aligned and communication is clear
* Nothing falls through the cracks
Position Summary
This role is a key operational pillar within Markeb Media. The right person will not only support the business — they will increase its efficiency, improve client experience, and enable growth at scale.
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