Open for immediate hire. Schedule may be coordinated with candidate in consideration of meeting/event times and may vary week to week.
We are seeking a highly organized, proactive, and detail-oriented Creative Operations Coordinator to support executive leadership in a fast-paced, community-focused organization. This role is ideal for someone who enjoys juggling priorities, anticipating needs, and helping executives stay focused, prepared, and effective.
The Creative Operations Coordinator will support a mix of creative, administrative, operational, and logistical tasks. Responsibilities include coordinating schedules and communications, assisting with project and event logistics, and supporting visual content creation through photography and related creative production. Duties are varied and may evolve over time.
We place heavy emphasis on decorum and candidate’s ability to communicate professionally, kindly, and with discretion with everyone from CEOs to community members.
Key Responsibilities
Work may include but not be limited to:
- Event and commercial photography using professional camera equipment in manual mode, and lighting systems
- Obtaining quotes from a variety of entities, such as insurance, vendors, and suppliers
- Social Media tasks such as, planning content, writing captions, choosing hashtags, pulling reports, posting, and placing ads
- Proofreading of writing including flyers, posts, short client content, emails
- Checking work product before it is sent to client, making sure client instructions have been followed and any requested edits were incorporated
- Collecting information from a variety of sources, reorganizing, and formatting for newsletters or other communication
- Inputting and formatting information in newsletter platforms
- Compiling and formatting information
- Directing small businesses to resources and answering their questions
- Agenda writing and posting
- Maintain calendars, schedule meetings with multiple entities and send Google Calendar invites
- Creation and maintenance of filing systems
- Creation and maintenance of organizational systems and processes
- Onboarding new clients including setting up files, obtaining insurance certificates, filling out forms and organizing documents
- Tracking and finding RFPs
- Research vendors and suppliers and determining best options
- Event coordination including scheduling, creating and monitoring the vendor application processes, performing outreach, vetting vendors, collecting paperwork, responding to questions, and writing event schedules, and promotional content
- Reading and understanding content necessary to put together emails, captions, or newsletter content
- Build and maintain excellent client relationships
Required Skills and Qualifications
- Bachelor’s Degree in relevant field and minimum of 3 years related professional experience OR minimum of 5 years related professional experience.
- Ability and willingness to learn and apply new information, systems, and tasks including learning disability access rules for documents and understanding print specifications such as file types and margins
- Strong organizational skills and attention to detail
- Ability to manage multiple deadlines and shifting priorities
- Professional written and verbal communication skills and ability to use decorum at all levels.
- Ability to work independently and problem solve
- Comfortable interacting with small business owners, vendors, clients, community members, and dignitaries
- Ability to read, understand, and accurately follow instructions
- Reliability and follow through
- Ability to work occasional evenings or weekends for events
- Proficiency with Google Workspace including Google Docs, Sheets, Calendar, and Drive
- Outstanding customer service and hospitality mindset
Additional Requirements:
- Must have valid CA Driver’s License and clean driving record.
- Must be able to lift 10-20lbs and walk/traverse long distances outdoors (e.g. moving from store to store in a business district)
Preferred Experience
- Experience supporting executives in a small business, nonprofit, or public-facing organization
- Familiarity with event coordination or community-based work
- Our company covers a wide range of marketing, video production, social media, communications, and event work, primarily for government agencies and NGOs. Prior experience working in any of these industries is a plus.
- Bilingual in Spanish, Vietnamese, or Mandarin
- Skills in the Adobe Creative Suite and Canva
- Experience with creating user friendly websites in Squarespace or similar platform
- Ability to write blogs
- Knowledge of San José
- Experience with photography, videography, or lighting equipment
- Experience with newsletter platforms such as MailChimp, Constant Contact, or Squarespace Email Campaigns
- Experience with social media advertising and analytics
- Familiarity with event permitting or vendor coordination
- Experience working with small businesses, downtown districts, nonprofits, or public agencies
About Ani & Cat LLC:
Ani & Cat LLC is a rapidly growing full service marketing and business development firm based in San Jose, CA. Our clients include governmental agencies, nonprofit community organizations, and private businesses.
Mission Statement
Our company’s mission is to forge connections; whether that’s a new customer connecting to a restaurant they’ve never visited before, a citizen connecting on a deeper level with their own city, or two businesses connecting to form a mutually beneficial and productive partnership. We are always looking towards the next best thing, taking the tried and true methods we know have worked in the past, and applying them in creative ways using the technology of today.
Values
- Client Commitment: We develop and foster relationships that contribute to the economic growth of our clients.
- Integrity: We seek to uphold the highest standards of integrity in all of our actions.
- Supportive Citizenship: We strive to be outstanding and supportive citizens in the communities in which we live and work.
- Quality: We deliver outstanding services and unrivaled quality standards in our digital media that, together, deliver an exceptional value to our clients.
- Respect for All: We value our people, our clients and our communities and we encourage their growth and development.
- Innovation: We strive to be curious and continuously look towards our next goal.
Ani & Cat LLC is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.
