RecruitMyMom

• Assist with the end-to-end coordination of flights, accommodation, and transfers, including the preparation of visa invitation packs and researching cost-effective options. • Assist with the lifecycle of financial requests within Sage, including stipends, local purchase orders, and credit card reconciliations, while ensuring strict adherence to procurement protocols. • Maintain and optimise SharePoint repositories and trackers (stipends, travel, and payments) to ensure all data is current, accessible, and repeatable. • Provide administrative tailwinds for in-person gatherings and retreats, coordinating with on-the-ground staff to ensure venue readiness and participant needs are met.

• Manage executive email accounts and complex calendars, ensuring a maximum two-hour turnaround time on crucial business inquiries to maximise B2B conversion rates. • Proactively identify manual administrative bottlenecks and utilise AI tools (such as ChatGPT and Claude) to build automations, generate social media assets, and streamline operational outputs. • Monitor team compliance with established Standard Operating Procedures (SOPs) within ClickUp, tracking project deliverables and maintaining operational momentum. • Field initial B2B corporate inquiries manually and actively assist the founder in selecting, structuring, and implementing a formal corporate CRM system. • Assist with the administrative, research, and logistical frameworks required to support the organisation’s ongoing market entry into the United Kingdom. • Prepare cross-border payments, manage routine administrative records, and facilitate smooth communication with external specialised marketing and logistics agencies.

• This flexible, high-impact role is positioned within an established consulting organisation, requiring dedicated visual expertise to elevate its brand presence. • Managing the daily creative output, the successful candidate will transform conceptual briefs into polished collateral that drives clear stakeholder communication and engagement. • Design, format, and produce high-quality digital and print materials, including promotional flyers, brochures, and internal communication assets. • Maintain visual consistency across all touchpoints, ensuring internal threads, announcements, and external communications align perfectly with corporate brand guidelines. • Interface effectively with internal teams to interpret design briefs, implement feedback swiftly, and deliver assets under tight daily turnarounds.

• Conduct high-volume outbound phone calls to US subcontractors and suppliers to request pricing • Establish clear, professional, and engaging communication with American vendors • Track outreach, manage incoming quotes via email, and keep data organized

• Create fresh, engaging layouts for weekly emailers tailored to specific audience segments while strictly adhering to the established Corporate Identity (CI). • Utilise professional design suites to produce high-quality graphics, icons, and layouts that drive subscriber engagement. • Set up and schedule weekly mailers within the designated email software, ensuring technical accuracy and timely delivery. • Ensure all digital assets reflect the professional standards of the organisation and maintain visual consistency across all communication channels.

• Executive & Email Management: Manage the CEO’s inbox, schedule, and daily communications. • Project & Task Coordination: Track active projects, monitor deliverables, and follow up with staff to ensure goals and timelines are met. • Internal Communication: Liaise between the CEO and directors, prepare meeting agendas, capture decisions, and ensure consistent follow-through. • Organisation & Systems: Build and maintain systems to streamline operations — including task tracking, shared drives, and workflow dashboards. • Software & AI Integration: Quickly learn and apply new software platforms and AI productivity tools (such as Notion, ClickUp, ChatGPT, Google Workspace automations, etc.) to improve efficiency. • Confidentiality & Professionalism: Handle sensitive communications and internal information with complete discretion and tact.

• Finance Administration (25% Focus): Draft accurate Cost Estimates (CEs), manage client invoices, and oversee finance-related documentation using Xero. • Supplier & Logistics Management: Source specialist suppliers for PR campaigns, negotiate competitive rates, and coordinate the end-to-end requirements for PR gifting and influencer kits. • Operational Workflow: Maintain the agency’s pulse by managing central boards on Monday.com, ensuring all deadlines are visible and met. • Executive Correspondence: Act as a gatekeeper for the agency inbox, managing professional email correspondence, follow-ups, and stakeholder communication with impeccable etiquette. • Creative Support: Contribute to campaign ideation, specifically regarding PR/influencer kit concepts and sourcing unique items that elevate the agency’s brand presence.

• Manage the Founder’s inbox and calendar with such efficiency that 80% of inquiries are resolved before they even reach the Founder’s desk. • Act as the "glue" between the Founder, the Automation Specialist, and the Head of Ops to keep high-level tool development and client projects on schedule. • Drive the agenda for team meetings, ensuring the senior leadership and junior staff remain perfectly synchronized. • Own the full-cycle internal bookkeeping (Xero/Quickboods), including global payroll for a team of 10, invoicing, and expense tracking. • Act as the final line of defense for client accounts.

• Lead the long-term growth strategy, positioning the platform as the global authority in anger transformation, shame dynamics, and nervous system dysregulation. • Architect high-trust/high-ticket application funnels, membership structures, and supervision pathways for international practitioners. • Amplify the founder-led brand through strategic content ecosystems, integrating YouTube and media presence with SEO and AI visibility. • Oversee the implementation of scalable CRM and automation infrastructure to support a global network of psychotherapists, coaches, and behavioral specialists. • Lead team alignment, coordinate specialist agencies, and develop robust KPIs to monitor international scaling and customer journey optimization. • Facilitate initial roll-out in English-speaking territories, followed by strategic multilingual international expansion.

• Build and deploy standardized Microsoft Planner templates for every live event, webinar, and content project. • Attend project meetings as an observer to capture notes in Microsoft Loop and update Planner boards in real-time. • Maintain the relationship between Teams sites, channels, and Planner plans. • Utilize Tags within Teams to direct communications to the right subsets of people. • Progressively refine master templates based on real-world delivery to ensure they become more accurate and reusable with every event cycle.