Operations & Social Media Assistant

Role Overview

The Operations & Social Media Assistant will be responsible for supporting the operational engine behind the organization by managing internal systems, coordinating grants, maintaining social media channels, creating marketing assets, supporting email marketing, and assisting with community engagement. The Operations & Social Media Assistant will leverage AI tools to streamline research, drafting, reporting, and administrative workflows while collaborating closely with leadership to ensure operational excellence. This role is ideal for someone who is highly organized, proactive, tech-savvy, and enjoys balancing operations, content management, and social media execution in a fast-paced environment.

Key Responsibilities

Operations & Administrative Support

• Maintain internal organization systems, including Google Drive structure, SOPs, and naming conventions.
• Keep project trackers current across multiple initiatives.
• Coordinate calendar logistics and scheduling.
• Research tools, vendors, and platforms to support business operations.
• Provide ad hoc administrative support, including Accelerator program assistance.

Grant Program Coordination

• Manage grant program updates within WordPress.
• Promote grant opportunities through email marketing and social media.
• Organize applications, screen eligibility, and follow up with applicants.
• Coordinate grant timelines, deadlines, compliance, and reporting.
• Analyze grant metrics and prepare reports using AI tools.

Social Media Management

• Manage Instagram content scheduling, publishing, Stories, community engagement, and ManyChat automations.
• Support LinkedIn content scheduling, engagement, and community management.
• Assist with TikTok scheduling and publishing.
• Monitor and report monthly social media analytics.
• Maintain LNK.Bio and other social media resources.

Design & Content Support

• Create social media graphics using Canva.
• Design marketing emails using Topol and distribute campaigns through Klaviyo.
• Create hero images for guest articles.
• Maintain visual brand consistency across all marketing materials.

Email, Community & Website Operations

• Respond to inbound emails using approved messaging.
• Engage and moderate the WhatsApp community.
• Create and manage UTM tracking links.
• Update WordPress content, testimonials, and guest articles.
• Coordinate guest article publishing and contributor logistics.

AI-Enabled Workflow & Process Improvement

• Use Claude and similar AI tools to research grants, vendors, and opportunities.
• Generate first drafts of emails, captions, newsletters, reports, and social content.
• Maintain and organize trackers and spreadsheets using AI-assisted workflows.
• Summarize analytics and create monthly reports.
• Continuously improve AI prompts and operational processes.

Qualifications

Experience

• 2+ years of experience in Operations, Executive Assistant, Social Media, Community Management, or a related role.
• Experience supporting business operations and administrative workflows.
• Experience managing social media platforms, particularly Instagram.
• Experience with email marketing and content publishing.
• Experience coordinating projects across multiple stakeholders.
• Experience with grant research, nonprofit organizations, or founder communities is preferred.
• Experience setting up automations using Zapier is preferred.

Skills

• Strong proficiency with Google Workspace.
• Hands-on experience using Claude or similar AI tools.
• Experience creating content with Canva.
• Experience designing email campaigns using Topol and Klaviyo.
• Experience managing Instagram, LinkedIn, TikTok, and WhatsApp communities.
• Experience with WordPress content management.
• Familiarity with ManyChat, Calendly, DocuSign, LNK.Bio, and Rella is preferred.
• Experience creating UTM tracking links.
• Strong written communication and copywriting skills.
• Excellent organizational and project management abilities.
• Strong attention to detail and ability to manage recurring operational tasks.
• Ability to quickly learn new platforms and technologies.
• Strong problem-solving skills with a proactive mindset.

What Success Looks Like

• Internal operations, trackers, and documentation remain organized and up to date.
• Grant programs are successfully coordinated from launch through reporting and compliance.
• Social media content is published consistently while engagement continues to grow.
• Marketing emails, graphics, and website content maintain brand consistency and quality.
• AI tools improve efficiency across research, reporting, documentation, and content creation.
• Operational workflows continue to improve through proactive process optimization and effective cross-functional support.

This is an exciting opportunity to become a key operational partner within a growing mission-driven organization. As the Operations & Social Media Assistant, you'll work directly with leadership while supporting business operations, social media, grant administration, community engagement, and AI-enabled workflows that help the organization scale efficiently.