Administrative & Marketing Operations Coordinator

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🔥 8 minutes ago

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Weave

WebsiteLinkedInAll Job Openings

1 - 10 employees

Weave is building a generative AI platform and knowledge graph that will revolutionize how life science companies collaborate

📋 Description

• 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.