Operations & Business Assistant

Spectrum Media Solutions; Roanoke (VA); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Paid holidays

Professional development support

Tech stipend

Job summary

A creative and digital agency in Roanoke, VA, seeks an Operations & Business Assistant to support internal operations and client delivery. This entry-level role requires strong organizational skills, attention to detail, and effective communication. Responsibilities include maintaining project documentation, supporting logistics for events, and managing outreach. The agency values trust and collaboration, offering a competitive salary and opportunities for growth. Applicants should submit a resume and a video introduction.

Qualifications

• Strong organizational skills with a high attention to detail.
• Clear written and verbal communication skills.
• Ability to manage multiple deadlines in a fast‑paced environment.
• Comfort with technology, digital tools, and learning new systems quickly.

Responsibilities

• Maintain organized project documentation, internal workflows, and CRM updates.
• Assist with preparing meeting agendas, capturing notes, and managing follow‑ups.
• Support conference and event logistics.
• Help build and maintain lead lists and draft outreach emails.

Skills

Organizational skills

Written communication

Verbal communication

Proactive approach

Attention to detail

Tools

CRM (HubSpot)

Project management tools

Job description

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Strategic Listener | Trusted Advisor | User Experience Advocate | Helping mission‑driven organizations expand their reach

Position: Operations & Business Assistant

Reports to: Managing Partner

Employment Type: Full‑time Employee

About Spectrum Media Solutions

Spectrum Media Solutions is a full‑service creative and digital agency built for communities. We work with Business Improvement Districts (BIDs), Special Improvement Districts (SIDs), Chambers of Commerce, Economic Development Organizations, tourism groups, and place‑based nonprofits to help them increase visibility, strengthen their digital infrastructure, and expand local impact.

Our clients aren’t just running marketing campaigns — they are revitalizing downtowns, supporting small businesses, activating public spaces, and shaping more resilient communities. We help them show up online with clarity, consistency, and purpose.

We build long‑term partnerships rooted in trust, strategy, and a deep understanding of the challenges and opportunities facing place‑based organizations today.

Position Overview

We’re hiring an Operations & Business Assistant to support both the operational heartbeat of Spectrum Media Solutions and the business activities that keep the agency growing. This is an entry‑level to early‑career role for someone who is organized, proactive, and ready to take ownership of meaningful work.

You will support client delivery, internal operations, proposal preparation, outbound initiatives, conference logistics, documentation, and day‑to‑day processes that keep the agency running smoothly.

If you love coordination, structure, communication, and bringing clarity where it’s needed most — this is your role.

Core Responsibilities

Operations & Internal Support

• Maintain organized project documentation, internal workflows, and CRM updates.
• Keep task boards, deadlines, and internal processes aligned and up to date.
• Assist with preparing meeting agendas, capturing notes, and managing follow‑ups.
• Support conference and event logistics, including coordination for IDA, IEDC, and state ED events.
• Track RFP and submission deadlines, prepare required materials, and keep documentation organized.
• Assist with internal systems, SOP updates, and operational optimization.

Business Development & Outreach Support

• Support Corey Quinn–style Gift‑Based Outbound (GBO) campaigns.
• Help build and maintain lead lists, prospect research, conference contacts, and association outreach.
• Draft outreach emails, follow‑ups, and scheduling coordination for leadership review.
• Prepare proposal shells, quotes, and supporting documents based on established templates.
• Keep HubSpot or CRM updated with accurate notes, activities, and deal stages.
• Draft and edit supporting written materials for proposals, outreach, and internal documentation using established templates.

Client Success & Communications Support

• Assist with gathering client updates, preparing summaries, and maintaining proactive communication.
• Support onboarding tasks and documentation for new clients.
• Help assemble content for newsletters, dashboards, recaps, and reporting.
• Ensure clients feel supported, informed, and organized throughout various touchpoints.
• Prepare client‑facing summaries, recaps, and documentation to support clear and timely communication.

General Administrative Support

• Assist with inbox prioritization, email organization, and communication follow‑through.
• Support calendar alignment, scheduling, and travel coordination for leadership.
• Help maintain organized digital files, documents, and shared resources.
• Support simple internal reporting, expense tracking, and administrative tasks.
• Collaborate with Spectrum’s design team on more complex creative needs.
• Prepare presentation‑ready decks for clients or prospects.
• Other duties as assigned.

What We’re Looking For

Required

• Strong organizational skills with a high attention to detail.
• Clear written and verbal communication skills.
• Ability to manage multiple deadlines in a fast‑paced environment.
• Comfort with technology, digital tools, and learning new systems quickly.
• Proactive, reliable, steady follow‑through without needing constant direction.
• Ability to handle confidential information with professionalism.
• A collaborative, team‑oriented mindset.

Nice to Have

• Experience in a digital agency, creative firm, marketing team, or professional services environment.
• Familiarity with CRMs (HubSpot, Salesforce, Pipedrive) or project management tools (Asana, ClickUp, Monday).
• Exposure to web, branding, or digital marketing workflows.
• Basic understanding of client‑facing communication or coordination roles.
• Experience in civic, economic development, or nonprofit environments.

What You’ll Get

• A team that values trust, autonomy, and collaboration.
• Purpose‑driven work supporting mission‑aligned clients in impactful industries.
• Clear processes and real leadership support.
• Competitive salary with performance‑based growth opportunities.
• Paid holidays, PTO, tech stipend, and professional development support.
• Exposure to meaningful work, client relationships, and real agency operations.
• A long‑term path to grow into operations, client success, or business leadership.

Why This Role Matters

The organizations we support are shaping the future of their communities — and your work will help them communicate, engage, and operate more effectively.

Whether it’s supporting a website launch, preparing a proposal for a major district, organizing conference outreach, or helping maintain internal clarity, the work you do creates real, lasting impact.

You won’t just keep things organized — you’ll help strengthen the systems and processes that empower community‑focused organizations across the country.

To Apply

Send your resume and a short note introducing yourself and sharing why this role excites you — especially if you’ve worked in operations, coordination, digital environments, or community‑oriented organizations.

Please also include a 2‑minute on‑camera video telling us why you’d be a great fit for this role and for Spectrum Media Solutions. It doesn’t need to be polished — just real. Show us who you are, what motivates you, and how you approach organization, communication, and follow‑through.

Submit your materials to: [e-mail]

What to Expect After You Apply

1. Initial Call – A short conversation to learn more about you and your experience.
2. Practical Exercise – Finalists may be asked to complete a short coordination or organizational task.
3. Decision & Offer – We’ll follow up with next steps and the potential to join our team.

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