PA + Content/Marketing and Outreach Coordinator

Job Title: PA + Content & Outreach Coordinator

Job Description:

We are seeking a proactive and highly organized Admin Assistant with Content & Outreach Coordination Duties to assist with various tasks related to keynote speaking engagements, leadership training, outreach, content creation, and digital marketing efforts.

This role requires someone who is comfortable speaking with clients in a positive and outcome-oriented way, using AI tools, managing multiple projects, and driving initiatives forward in a timely and efficient manner. The ideal candidate will thrive in a fast-paced environment and possess strong communication and organizational skills.

Key Responsibilities:

• Keynote Speaking & Leadership Training:
  • Respond to and proactively push forward new keynote speaking and leadership training requests via email, using template responses and best practice processes.
  • Manage keynote speaking engagements from start to finish, including contract handling, client communication (FAQs, flight info, LinkedIn follow-up), and logistics coordination.

• Outreach:
  • Develop and maintain a list of potential podcast hosts, and handle outreach and follow-ups.
  • Proactively engage with potential clients and speaker bureau partners on LinkedIn/ email, by reaching out to those posting content relevant to your speaking topics and tagging them in posts.
  • Ensure speaker bureaus have up-to-date profiles and reach out if any updates are needed.
  • Use AI to compile lists of potential conferences, associations, and clients (starting with California and expanding to other regions) and send tailored outreach emails, optimizing and refining templates over time.
  • Manage quarterly outreach to speaker bureau partners through email software.
  • Use AI tools to create email lists, then send and follow up on outreach to potential speaking engagements and clients.

• Content Creation, Website Management, Social Media & Video Content:
  • Manage and produce the monthly company newsletter by transcribing voice memos into text using AI and laying it out in the newsletter software for an attractive final presentation.
  • Help launch our podcast, and handle outreach and follow-ups to invite for guests for interviews.
  • Convert short videos into subtitled clips for social media posts and YouTube, using OpusClips.AI and ensuring the creation of relevant thumbnails.
  • Organize and manage video clips across YouTube and other social media platforms.
  • Turn videos into blogs, help manage blog writers to ensure good content on our website. Track social and SEO scores.
  • Assist with the conversion of old slides to new formats in Apple Keynote.
  • Transcribe short videos and use AI to turn them into a book draft for review.
  • Convert audio recordings into blog posts using AI, ensuring proper formatting (including H1/H2 tags) and images on WordPress/Wix.
  • Repurpose and update older blog content from Medium to Substack and WordPress/Wix, cutting down the content using AI for better readability and impact.
  • Duplicate product pages on WordPress/Wix as needed and update content based on instructions or briefings.
  • Handle basic fixes on the CMS of WordPress/Wix and work with the web team on more complex front-end issues.
  • Investigate and recommend new AI tools that could improve content marketing, outreach, and other areas of efficiency (e.g., Amazon for audiobook production).

• Admin
  • Sending invoices to clients using Xero software, following up unpaid invoices, reconciling bank feeds on the accounting software, doing expenses quarterly etc
  • Liaising with service providers and experts to drive forward outcomes.

Skills & Qualifications:

• Strong communication skills with the ability to respond quickly and professionally via email.
• High level of organization and attention to detail.
• Comfortable with AI tools and technology (either currently or rapidly upskilling) for content creation, outreach, and project management.
• Experience with social media platforms, including LinkedIn, YouTube, and WordPress/Wix.
• Ability to multitask and manage several projects simultaneously.
• Strong proficiency in AI-driven tools for transcription, content creation, and email outreach.
• A creative mindset with an eye for design and layout (particularly in newsletters and video content).
• Growth mindset, ability to take ownership of mistakes, and rapid learning in a positive learning environment.
• Familiarity with Apple Keynote, OpusClips.AI, Grammarly, and WordPress/Wix platforms is a plus.

If you're a proactive and tech-savvy individual with a passion for content creation, outreach, and digital marketing, we'd love to hear from you!