Head of Business Operations & Marketing

About the Role
This is a hands-on leadership role covering operations, systems, marketing, training, events, and executive support. You'll work directly with the President and keep the company's infrastructure organized, current, and moving.
You'll own a lot. You won't do all of it yourself. You'll lead a team of virtual assistants and manage outside partners, including our advertising agency and podcast production team. When you delegate work, you still own the result.
This role fits someone who likes building structure where none exists. You'll turn ideas into projects, projects into processes, and processes into documented SOPs that others can follow.
What You'll Own

Business Operations & Project Management
● Track company priorities, deadlines, and open action items across every department
● Turn the President's priorities into assigned, tracked projects that get finished
● Coordinate projects across Sales, Client Success, Finance, Coaching, Training, and Marketing
● Find operational gaps and fix them with better systems, automations, and SOPs
● Write and maintain SOPs for every recurring process you own
● Lead special projects and new program launches
Systems & Technology
● Administer GoHighLevel: contacts, tags, custom fields, Smart Lists, pipelines, forms, workflows, funnels, calendars, users, and billing
● Own Monday.com across the company, including task boards, client boards, and coach workspaces
● Run our Circle community and client portal, including spaces, access groups, automations, and AI member support
● Administer Google Workspace, Google Drive, Zoom, DocuSign, Canva, Zapier, WordPress, and MindPal
● Oversee Stripe payment links and connections, plus support for our Real Estate Convos client subaccounts
● Manage user access and permissions, and remove access promptly when people leave
● Troubleshoot issues, review audit logs, and keep integrations working
Marketing
● Plan, write, approve, and schedule organic content for Facebook, Instagram, and LinkedIn
● Manage the social content calendar and tracking board
● Send email campaigns and the weekly member newsletter
● Keep the WordPress website current: clients, team, events, podcasts, webinars, case studies, and free resources
● Run testimonials, case studies, blogs, client recognition, and luxury listing promotions
● Manage our creative asset library in Canva and keep materials on brand
● Support SEO and AI search optimization
Paid Advertising
● Serve as the main contact for our advertising agency and attend weekly check-ins
● Supply and approve copy, creative, landing pages, and lead magnets for campaigns
● Make sure ad leads are tagged, routed, and handed to Sales with a clear follow-up plan
● Monitor Google Ads and report cost per lead, spend, and results to the President
● Coordinate budget approvals with leadership
Webinars, Lead Magnets & Funnels
● Produce one new webinar campaign per month, from topic and host through replay and follow-up
● Build registration pages, Zoom webinars, GoHighLevel workflows, and email campaigns
● Turn webinar and training content into guides and e-books using AI tools
● Launch each lead magnet with a full funnel: landing page, form, thank-you page, tags, Smart List, pipeline, nurture sequence, and Sales notifications
● Maintain our Free Business Audit funnel
Podcast & Media
● Keep the weekly Reside Platform podcast on schedule, including guest booking and host prep
● Produce President-hosted recordings in StreamYard
● Hand off raw files to our production team and verify publishing on YouTube, Buzzsprout, and our website
● Promote each episode across social, email, and internal channels
● Oversee short-form reels and track episode performance
● Coordinate and promote outside podcast appearances by Reside leaders
Training Programs
● Build the quarterly training schedule across Zoom, Circle, Google Calendar, and Monday.com
● Coordinate trainers and hosts for recurring and one-off sessions
● Make sure every training's recording, transcript, and attendance get captured
● Announce upcoming trainings to members
Client Onboarding & Offboarding
● Partner with Client Success to add new clients to every system, from the website to the CRM to Circle
● Collect welcome-post assets like logos, headshots, and bios
● Remove offboarded clients from all systems and notify coaches and partner services
● Keep client status and access accurate everywhere
People, HR & Admin
● Set up and remove system access for employees and virtual assistants
● Maintain employee records, time-off visibility, and company equipment inventory
● Keep Google Drive organized, secure, and current as the company's central file library
● Coordinate client and employee gifting, plus marketing and event inventory
Events
● Plan and run Reside-hosted and sponsored events
● Manage timelines, registration, venues, vendors, sponsors, travel, swag, and shipping
● Coordinate photography and video, then turn event footage into recap content
VA & Vendor Management
● Manage the Admin/Marketing VA, GoHighLevel VA, CRM Research VA, and training support VAs
● Assign work, review deliverables, give feedback, and follow up on overdue items
● Build the SOPs that let delegated work get done consistently
What Success Looks Like
In your first 90 days, you'll know every system we run and who uses it. You'll audit user access across our core platforms. Client onboarding and offboarding will run without the President stepping in.
By the end of your first year, every recurring process you own will have a written SOP. Webinars, podcast episodes, and newsletters will ship on schedule. Your VA team will work from clear task lists with little rework. And our systems will handle twice as many clients without twice the manual work.
What You Bring
Required
● 5+ years in business operations, marketing operations, project management, or a similar role
● Hands-on experience building CRM workflows and automations
● Experience running digital marketing campaigns and content calendars
● Experience managing virtual assistants, contractors, vendors, or agencies
● Strong copywriting and editing skills for emails, landing pages, and social posts
● Experience working directly with executives
● A track record of writing clear SOPs and documentation
● The ability to learn new software quickly and troubleshoot it on your own
Preferred
● GoHighLevel experience (strongly preferred)
● Monday.com or a similar project management platform
● Circle, Zapier, WordPress, or Google Admin administration
● Podcast or webinar production
● Event planning
● Experience in real estate, coaching, consulting, SaaS, or a membership business
● Regular use of AI tools to write, build, and automate work

This role is fully remote but is required to work the core hours of 9am-6pm Pacific Time.