Job Posting: Operations Manager & Executive Assistant (Creative Director)

Company: Six Underground Media

Location: Remote

Reports to: Hayley Mears, Creative Director

Role Type: Full-Time (38 hours per week)

Schedule: Monday–Friday, 10:00 AM – 6:00 PM AEST.

Note: We are open to a split-shift arrangement (e.g., 4.5 hours in the morning and 6:00 PM – 10:00 PM evening availability). Occasional weekend work required. Compensation: $10 – $15 AUD per hour (based on experience)

About Six Underground Media

Six Underground Media is a high-energy creative agency specializing in innovative marketing and media solutions for the hair and beauty industry. Our Creative Director, Hayley Mears, is a visionary designer, educator, and keynote speaker.

As Hayley focuses on her passion for graphic design and one-on-one mentoring, she requires a powerhouse Operations Manager and Executive Assistant to serve as her "right hand." This role is the glue that holds the agency together, ensuring seamless execution while Hayley is creating or traveling.

The Role

We are seeking a proactive, tech-savvy professional who excels at "future-proofing" a business. You aren't just managing a calendar; you are optimizing a workflow. You will leverage AI and automation to buy back the Creative Director’s time, manage a diverse team of specialists, and oversee the operational heartbeat of the agency.

Personal Support (10%): Handling personal travel, refunds, online shopping (groceries), and utility/subscription management.

Key Responsibilities

1. Operations & Team Coordination

Workflow Oversight: Act as the central point of contact between Hayley and the creative team (Social Media, Video, Design, IT).
Productivity Tracking: Use Webwork to process weekly team invoices and manage pay runs.
Meeting Mastery: Use AI to transcribe meeting minutes into clear, actionable tasks.
Systems Building: Onboard/offboard clients and team members, issue contracts, and enforce team policy compliance.

2. Executive Support & Tech Management

Inbox & Calendar: Aggressively prioritize Hayley’s email and schedule, ensuring she is prepared for all deadlines.
Digital Organization: Maintain a flawless Google Business Suite environment and remote desktop organization.
Automation: Utilize Zapier and Calendly to create frictionless scheduling and cross-platform workflows.
Security: Manage a master record of company/personal passwords and handle domain/hosting/SSL renewals.

3. Creative & Digital Asset Assistance

Content Support: "Reskin" documents in Canva, remove backgrounds from Pinterest images, and edit video keyframes for Reels/TikTok.
Web & E-commerce: Update Shopify content, publish blogs for SEO, and manage email list exports in Mailchimp.
AI Integration: Use tools like Gemini to develop campaign ideas, social media captions, and client "gems."

4. Technical & Marketing Oversight

Client Infrastructure: Assist in setting up web hosting, DNS settings, and Google Workspace for clients.
Reporting: Generate weekly/monthly reports on SEO, Google AdWords, and Social Ad performance.
CRM Management: Configure and maintain client data within our CRM system.

What You Bring

A Growth Mindset: You view feedback as a tool for excellence. In our fast-paced environment, feedback is direct and efficient—you must be thick-skinned and solution-oriented.
Tech Obsession: High proficiency in Google Business Suite, Apple iOS/iCloud, Canva, Zapier, and Mailchimp.
AI Fluency: A passion for using AI (Gemini, etc.) to increase speed and efficiency.
Proactive Problem Solving: You don’t wait for instructions; you see a gap and fill it.
Discretion: Absolute integrity when handling confidential personal and business information.

Example Tasks You’ll Tackle:

Developing a Canva portfolio for Hayley’s personal brand services.
Setting up a dedicated systems for social media verifications.
Creating a secure, updated record of company passwords.
Building automated eMaail funnels for new leads.
Ensuring the creative team (video editors, designers) hit their delivery milestones.