Administrative & Marketing Operations Coordinator

Role Overview

• 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.
• Maintain centralized tracking of KOL, event, and content-related expenses.
• Monitor budgets, actual spend, and financial commitments.
• Provide visibility and updates to internal stakeholders.
• 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.
• 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.
• 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.

Requirements

• 2+ years of 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.

Benefits

• Employment with Weave is contingent upon the successful completion of a background check.
• Weave uses Artificial Intelligence (AI) tools to help us work more efficiently and create a smoother candidate experience.
• Equal opportunity employer that is committed to fostering an inclusive workplace.
• Flexible work arrangements.