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Grow your career with XEN as a
Marketing Coordinator /
Virtual Assistant
About Us
XEN Systems is a HubSpot consultancy based in Australia. We have offices in Sydney and Newcastle.
We focus on improving business processes, incorporating automation and attribution, with an integrated approach to help companies reach, engage and convert their target customers.
We're looking for a full-time Marketing Coordinator/Virtual Assistant to join our team.
Salary Range
The starting salary for the Marketing Coordinator role at XEN is 60,000 PHP.
Are you a fit for XEN?
Watch this video from the Founder, Craig Bailey, to know.
Our Core Values
Effective Efficiency
We seek the optimal way to do every process. Sometimes you’ll make a mistake, that’s fine. We value learning from mistakes, taking the initiative, and improving efficiency much higher than the comfort of safe observation.
Honesty & Integrity
Honesty means we respect the other person. Whether a colleague or a client. Honesty can be uncomfortable. It takes effort. Usually it pays off. Sometimes it doesn’t. We accept the risk.
Personal Growth
We strive to be learn-it-alls.
We avoid know-it-alls.
Be curious.
Make an impact.
About The Role
As a Marketing Coordinator, you will be intelligent, organised and keen to learn. You’ll have the opportunity to grow your role and learn new skills including social media management and website updates.
Start immediately, and work from home. Join our growing company today!
Core Responsibilities
(Non-negotiables)
- Thorough Meeting Documentation: Capture comprehensive notes during meetings to ensure all discussions and decisions are accurately recorded for future reference.
- Action Item Management: Log and track action items to ensure clear accountability and progress tracking within the team.
- Task Logging: Maintain detailed records of assigned tasks, including status updates and completion timelines, to facilitate project management.
- Follow-up and Accountability: Proactively engage with team members to confirm tasks and action items are progressing as planned, offering support where needed to meet deadlines.
- Timesheet Submission: Regularly log timesheets with precision, contributing to accurate invoicing.
- Mandatory Availability: You will be required to work a minimum 8-hour day, with mandatory availability from 10 am - 5 pm (Sydney time) on weekdays for meetings.
- Client Communication: Serve as a point of contact for clients, ensuring clear, professional, and timely communication to foster strong relationships and project success.
Role Requirements
- This is a remote role, but we ideally need someone based in the Philippines or Australia who can work in the Sydney time zone.
- Have a good internet connection as you will be regularly joining Zoom/Teams/Meet calls with your video on.
- Join meetings with your video and sound on, and look professional (ie no dark, untidy rooms or loud noises in the background). This is very important, so please be aware of this requirement before applying for the job.
- Have a working device that you are comfortable using. This is important for ensuring productivity, efficient work, and the ability to produce high-quality output.
- Be a self-motivator to get things done working remotely on your own.
- Be a great team player to work with everyone in the business to achieve goals for our business and for our clients.
- Manage projects and deals with clients directly
- Work closely an experienced team of HubSpot consultants
- You will be required to work a minimum 8-hour day, with mandatory availability from 10 am - 5 pm (Sydney time) on weekdays for meetings. You may choose to start earlier or extend your day beyond these core hours.
Key Responsibilities
- Meeting Engagement: Participate in client meetings, capturing thorough notes, logging tasks, and assigning action items.
- Calendar Management: Schedule meetings and manage daily calendars effectively.
- Administrative Duties: Handle admin tasks, including client marketing and timesheet reports.
- Customer Support: Respond promptly to customer support requests.
Skills Required
- Effective Communication: Strong oral and written communication skills.
- Technical Proficiency: Good knowledge of Google Docs, Google Calendar, and experience with HubSpot or similar tools.
- Learning Agility: A keenness to learn and grow professionally.
- Technical Savvy: Excellent technical skills, especially those with IT backgrounds or coding abilities, are highly valued.
- Positive Attitude: A friendly disposition and positive energy.
Your Tasks
As a Marketing Coordinator, you will have a variety of tasks. Here's a quick breakdown of what you will be doing.
Don’t be worried about your future tasks — we’re not expecting you to be able to do all of this yet! Over the next 3-6 months we’ll train you up to learn new skills, so that you can grow in your role.
Initial Tasks
- Client Meetings
- Join client calls with video on
- Take notes on key discussion items and action items
- Add tasks into our Teamwork project management system (based on action items from the call)
- If appropriate, research any items needed, and add notes into the tasks
- Schedule the next client meeting in our calendars
- Before the next client, meeting send brief notes to an appropriate team member with reminders or key points for the call
- Team Inboxes
- Monitor team inbox addresses
- Reply to emails or forward on as required to the appropriate team member
- Calendar
- Manage our calendars to schedule meetings (or reschedule meetings if required) with clients
- Teamwork Projects
- Add/edit/update tasks in our Teamwork project management system
- Follow up tasks, keep them on track, and highlight any tasks running late
Future Tasks
- Learning
- As part of the role, we’ll train you to learn new skills and tools
- This includes HubSpot, Google Tag Manager, Google Analytics and social management tools
- You’ll be able to get Certified in tools as well eg HubSpot
- Website Updates
- Manage basic website updates (usually in HubSpot)
- Manage basic HubSpot updates (eg landing pages, emails)
- General Tasks
- Prepare timesheet reports and breakdowns in spreadsheets
- Keep Google Drive organised
- Weekly checks of things like Google Search Console and Google Analytics for clients
- Prepare Xero invoices
- Email Newsletters
- Prepare newsletter drafts
- Social Updates
- Manage Facebook, LinkedIn, Instagram, YouTube channel
- Customer Support
Answer customer support queries
- Coordinating
- Manage jobs with our designers, video editor, HubSpot specialists, HubSpot strategists, marketing manager
The Vibe We're Looking For
Intellectually curious and eager to learn
Warm, approachable personality
Proactive in personal and professional growth
Brings positive energy and enthusiasm to the team
What to Expect in Your First Three Weeks
This section outlines what you can expect during your initial three months at XEN, which is also your probationary period.
- Week One
- You’ll complete our onboarding program, familiarising yourself with Slack, Teamwork, and the XEN HubSpot Portal.
- You’ll gain a strong understanding of our core processes.
- You’ll shadow other team members during client calls to observe and learn.
- Week Two
- You’ll be assigned a client and begin attending meetings with them.
- You’ll take meeting notes, create tasks, and keep the client and other team members organised.
- You may be assigned some basic tasks like preparing knowledge base articles, social media posts, or creating/updating processes.
- Week Three and onwards
- You’ll gain responsibility for managing more clients and projects.
- You’ll be expected to work autonomously, completing tasks with minimal supervision from your manager.
Performance Review and Continued Success
At the end of your three-month probationary period, you'll participate in a performance review. This is a two-way conversation to discuss your progress, address any questions you may have, and ensure XEN is a good fit for your career goals as well. Based on this review, a decision will be made about confirming your employment beyond the probationary period.
What Success Looks Like at XEN
Here At XEN, We Thrive On Individuals Who Are
Proactive Problem Solvers
We don’t expect you to be perfect, but we do expect you to tackle challenges head-on. Get familiar with the resources available, don’t be afraid to experiment (within reason!), and ask questions if you get stuck. The sooner you reach out, the faster we can help you find a solution.
Quick Learners
The digital marketing landscape is constantly evolving, and we need team members who are eager to embrace new knowledge and skills. Take initiative with your learning, and don’t hesitate to ask for training opportunities that align with your role and career goals.
Efficiency Ninjas
We value getting things done right, but also getting them done efficiently. Time management is key, and we look for individuals who can prioritise tasks, work effectively, and minimise distractions.
Clear Communicators
Keeping everyone on the same page is crucial. We encourage open communication, both internally and with clients. Provide regular status updates, clearly articulate any roadblocks you encounter, and don’t be shy to ask clarifying questions.
Independent Thinkers
We empower our team members to take ownership of their projects. While we’re always here to support you, we expect you to be able to work autonomously, manage your time effectively, and deliver high-quality results with minimal supervision.
Work Environment
At XEN, we believe in fostering a professional and distraction-free work environment. This means minimising background noise and maintaining a focused demeanor during calls and meetings. We trust you to create a workspace that allows you to be your most productive self.
Benefits We Offer
We believe wholeheartedly that taking care of our team is one of the most impactful things we can do.
That's why we offer outstanding benefits.
💼
Full-time role
🏡
Work from
home
🏥
HMO coverage (PH)
🕰️
Long-term job
🌱
Positive work environment
🚀
Career growth opportunity
🏖️
Paid annual leave
💰
13th-month pay (PH)
☀️
Day shift (PH/AU business hours)
How to Apply
When you apply, please answer the following questions, in a
video format, and send it through the form below along with your resume.
- Tell us a bit about yourself and your job experiences
- Are you currently employed? Either part-time or full-time?
- Why did you leave your previous job?
- What is your internet speed?
- What does your workspace look like?
- What computer are you using?
- Do you have any experience using HubSpot or any other digital marketing tools?
- Are you honest and have good a work ethic?
- Will logging 8 hours a day or 40 hours be a problem for you?
- Describe your ideal work environment in terms of supervision. eg:
- I prefer close supervision and detailed instructions
- or I prefer clear direction but the freedom to work independently
- What do you like to do outside of work?
If you seem like a good fit we’ll be in touch to organise a Google Meet video call with you.
We look forward to hearing from you.
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The role you are applying for*
Please SelectDigital CoordinatorDigital Marketing InternGraphic/Web DesignerHubSpot SpecialistHubSpot StrategistMarketing ManagerOtherVideo Editor
Link to your video answering our questions*
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Any other notes you'd like to mention
Meet the XEN Team
Craig
Founder
Roselen
Head of Delivery
Erika
Head of Design
Kezia
Account Manager
Keren
Account Manager
Allen
Video Editor
Audrey
Graphic/Web Designer
Dona
Account Manager
Pat
Graphic/Web Designer
Tricia
Graphic/Web Designer
Charenz
Graphic/Web Designer
Our Recruitment Process
1
Review
We review applications to screen for a variety of criteria.
2
Interview
We conduct online interviews to get to know you better.
3
Paid Test Task
Depending on the role you are applying for, you may be asked to complete a test task (we pay you for your time).
4
Final Interview
We conduct a final interview with our CEO.
5
Offer
We make an offer to the candidate we feel is the best for the role.
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Neutral Bay NSW 2089
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Sydney NSW 20000
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