marketing
Posted 3 hours agoAdmininstrative & Marketing Ops Coordinator
at Weave
Mexico, MexicoRemote
Responsibilities
- BUDGET & ADMINISTRATIVE TRACKING - Maintain centralized tracking of KOL, event, and content-related expenses. - Monitor budgets, actual spend, and financial commitments. - Provide visibility and updates to internal stakeholders.
- EVENT OPERATIONS & COORDINATION - Manage KOL and event workflows within Asana and internal systems. - Coordinate event logistics, timelines, contracts, communications, and deliverables. - Research speaking opportunities and track event participation. - Prepare event-related communications, scheduling, and presentation materials. - Support lead capture initiatives and event engagement activities.
- CONTENT & WEBINAR COORDINATION - Track content production timelines and deliverables across videos, podcasts, webinars, and marketing assets. - Coordinate with internal teams and external vendors to ensure projects stay on schedule. - Organize and distribute final content assets. - Identify and escalate risks that may impact deadlines.
Requirements
- REPORTING & PERFORMANCE TRACKING - Build and maintain weekly reporting for KOL, webinar, referral, and event performance. - Pull data from systems such as Salesforce and PartnerStack. - Deliver accurate, organized performance reports and pipeline metrics on a weekly basis.
- experience in administrative support, operations coordination, marketing operations, or a related role. - Strong organizational skills and exceptional attention to detail. -
- Experience managing multiple projects, deadlines, and tracking systems simultaneously. - Proficiency with Google Workspace (Docs, Sheets, Slides) or Microsoft Office. - Strong written communication skills. - Highly proactive with follow-up and task ownership. - Ability to work independently with minimal supervision in a remote environment.
- Experience with invoicing, billing, or financial coordination. - Familiarity with contract management platforms such as DocuSign. -
- Experience supporting events, webinars, content production, or marketing programs. -
- Experience using project management tools such as Asana. - Basic presentation design skills using Google Slides, PowerPoint, or Canva. -
- Employment with Weave is contingent upon the successful completion of a background check, conducted in accordance with applicable laws.
- At Weave, we use Artificial Intelligence (AI) tools to help us work more efficiently and create a smoother candidate experience.
- AI may assist with things like writing job descriptions, scheduling interviews, or reviewing applications against job-related criteria.
- For additional information, please review the External AI Policy Statement available on our Careers page.
- If you have a disability or special need that requires accommodation, please let us know.
Experience
- WHAT YOU WILL NEED TO ACCOMPLISH THE JOB - 2+ years of
Benefits
- This position will be: Remote in Mexico Reports to: Marketing Director WHAT YOU WILL OWN KOL OPERATIONS & FINANCIAL COORDINATION - Manage purchase orders, contracts, invoicing, and payment tracking for KOL engagements. - Coordinate contract execution through DocuSign and maintain accurate project documentation. - Ensure all KOL payments are processed accurately and on time. - Track engagement details, deliverables, compensation, and agreement status.
Additional details
- We are seeking a highly organized and detail-oriented Administrative & Marketing Operations Coordinator to support the operational execution of KOL (Key Opinion Leader) programs, events, content initiatives, and reporting processes.
- This role is responsible for managing contracts, purchase orders, invoicing, tracking systems, event logistics, and content coordination to ensure projects are completed accurately and on time.
- The ideal candidate thrives in a process-driven environment, is highly proactive with follow-up, and ensures that no tasks, payments, or deliverables fall through the cracks.
- Experience pulling and organizing reporting data from CRM or partner management systems.
- Weave is an equal opportunity employer that is committed to fostering an inclusive workplace where all individuals are valued and supported.
- We welcome anyone who is hungry to learn, problem-solve and progress regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, veteran status, or other applicable legally protected characteristics.
- All official correspondence will occur through Weave branded email.