Marketing Operations Assistant

Job Description

We are looking for a Marketing Operations Assistant who will become the operational backbone of the agency. This is not a traditional EA role. You will own client communication, drive fulfillment of marketing deliverables, and directly impact whether clients stay or leave. The right person takes work off the founder’s plate every single day, keeps clients feeling supported and informed, and ensures nothing falls through the cracks across a growing portfolio of dental lab accounts.

Requirements

Client Communication & Retention (Top Priority)

• Own all recurring client communication: weekly/biweekly email updates, check-in messages, and proactive outreach when results shift
• Draft and send performance update emails that clearly explain what is running, what the results look like, and what comes next
• Serve as the primary day-to-day point of contact for client questions, requests, and concerns so the founder is only pulled in for strategic decisions
• Monitor client sentiment and flag any signs of dissatisfaction early so issues are resolved before they become cancellations
• Manage the client onboarding process: welcome emails, intake coordination, setting expectations, and ensuring a smooth first 30 days
• Track client milestones, contract renewal dates, and follow up proactively to lock in long-term retention

Marketing Fulfillment & Deliverable Execution

• Assist with building and launching Meta (Facebook & Instagram) ad campaigns in Ads
• Manager, including audience setup, creative uploads, and campaign structure
• Pull ad performance data and compile it into clear, client-ready reports on a weekly or biweekly basis
• Coordinate with the creative team (designers, ad specialists, social media managers) to ensure deliverables are completed on time and on brand
• Help build and update landing pages, lead forms, and automation sequences inside GoHighLevel (GHL)
• Assist with creating marketing assets: ad copy drafts, email sequences, social media captions, and campaign briefs
• Support the production of lead magnets and educational content such as ebooks, playbooks, and guides for dental lab clients

Project & Operations Management

• Track all active client deliverables, deadlines, and campaign statuses so nothing falls behind
• Manage and maintain the project management system (ClickUp/Buzzword HQ), keeping tasks updated, assigned, and organized
• Coordinate workflow between contractors and specialists (Meta ads manager, social media team, design resources) to keep projects moving
• Maintain and organize internal files, SOPs, templates, and shared resources for efficient team operations
• Own inbox management: sort, prioritize, draft responses, and flag items that need the founder’s attention
• Handle scheduling, calendar management, and appointment setting with clients, prospects, and team members
• Update the CRM with lead status, client notes, and pipeline activity

Growth Support

• Assist with lead follow-up and appointment setting for prospective dental lab clients
• Help prepare sales materials, proposals, and pitch decks as needed
• Conduct basic competitor research and market monitoring within the dental lab industry
• Support social media execution: content scheduling, engagement, DM management, and analytics tracking for the agency’s own channels
• Identify and suggest process improvements, new tools, or workflow optimizations that save time

Qualifications & Skills

Required

• 2+ years of experience as a Virtual Assistant, Marketing Assistant, or Operations Coordinator in an agency or marketing environment
• Strong written English communication: you can draft professional, clear client-facing emails without heavy editing
• Experience with Meta Ads Manager (or demonstrated ability to learn it quickly)
• Comfortable working inside CRMs, project management tools, and marketing platforms
• Highly organized with strong time management and the ability to juggle multiple client accounts simultaneously
• Proactive mindset: you identify problems and solve them before being asked
• Reliable, consistent, and accountable. If you say it is done, it is done.
  

Preferred

• Experience with GoHighLevel (GHL) or similar all-in-one marketing platforms
• Familiarity with dental, healthcare, or B2B service industry marketing
• Experience pulling and formatting ad performance reports
• Background in social media management (Instagram specifically
• Familiarity with landing page builders, email automation, and funnel tools

Benefits

• Monday to Friday, 40 hours/week
• Work from home
• Night shift (PH time) to align with US business hours
• Paid training, bonus pay available