Marketing & Operations Assistant at Trolley AI in Vancouver, BC, Canada

Job description

• Job Details
• Title: Marketing & Operations Assistant
• Type: Contractor (Part-Time, ~20h/week, with potential to scale)
• Reports to: Project Manager and Producer Lead
• Works closely with: Junior Project Manager and production team.
• Who we're looking for
• Were looking for a sharp, highly organized, and culturally fluent team member to support our Project Manager and Producer (Head of Production) and the broader production team with the day-to-day execution of marketing, content, and production activities across clients and initiatives.
• This role focuses on preparing materials, organizing information, drafting communications, and executing operational tasks to help campaigns, content releases, and internal workflows move quickly and smoothly. You will help prepare marketing assets, update content materials, conduct research, coordinate meeting logistics, and support outreach and booking processes.
• The role operates within strategies defined by the Production Lead and Project Managers and does not own project coordination or strategic decisions. Instead, it focuses on supporting execution by preparing materials and organizing resources, contributing to the reliability and speed of the teams work while maintaining organized systems and documentation.
• Trolley operates with an AI-first mindset, and this role is expected to leverage tools to accelerate research, drafting, and workflow efficiency. This position begins as part-time, with the potential to expand hours as workload grows.
• This role is execution-focused support within the marketing and production department.The Marketing & Operations Assistant adds value and helps teams move faster by:
• Preparing materials
• Organizing information
• Drafting communications
• Supporting outreach and logistics
• Executing clearly defined tasks
• This role does not own project coordination, cross-team follow-through, or operational enforcement, which are responsibilities of the Junior Project Manager.
• Be Part of the Future of Work
• Trolley is now accepting applications from ambitious professionals who want to work at the intersection of technology and creativity. Join us in shaping the next era of work.

Responsibilities

• Draft marketing materials including communications, press releases, campaign messaging (hooks and captions), and announcements.
• Support copywriting and preparation of marketing assets, newsletters, documentation, and content updates for campaigns and launches.
• Assist with organizing and updating marketing materials and brand assets across Drive, websites, bios, links, and other platforms as needed.
• Prepare agendas and supporting materials for internal production and client meetings.
• Coordinate scheduling of production and marketing team meetings.
• Organize documents, notes, and reference materials needed for discussions.
• Ensure meeting materials are prepared and accessible ahead of time.
• Assist with outreach efforts for partnerships, guests, or collaborations.
• Track outreach status and maintain organized records of communications.
• Send confirmations and reminders for scheduled meetings, recordings, or appearances.
• Help prepare briefing materials for guests or collaborators.
• Support ClickUp task hygiene by ensuring tasks are properly labeled, prioritized, and updated.
• Gather and organize information to support projects, communications, and campaigns.
• Conduct research on people, organizations, events, and media opportunities to support bios, agendas, and talking points.
• Maintain organized documentation, marketing resources, and shared assets across Google Drive and ClickUp to ensure internal materials remain accessible.
• Assist in creating and updating Standard Operating Procedures (SOPs) across the department.
• Maintain and update multi-platform content calendars in ClickUp under the direction of the Project Manager and Producer, ensuring accuracy and forward planning.
• Upload, schedule, and label content across platforms (Instagram, TikTok, LinkedIn, Substack, YouTube) using tools such as Metricool.
• Support founder/client content distribution by sending reminders or ready-to-share assets through Slack or designated ClickUp channels.
• Maintain organized caption libraries, visual assets, and content trackers in ClickUp.
• Track and organize performance metrics across platforms to support marketing analysis.
• Gather updates and supporting information for reporting, and share weekly metric updates through ClickUp.
• Assist in preparing client reports summarizing actions taken, progress, and blockers.
• Provide operational support for content, membership, and campaign initiatives under the direction of the Project Manager.
• Assist with booking logistics and coordination for guests, partners, or collaborators (outreach tracking, confirmations, guidelines, reminders, and asset collection).
• Maintain organized trackers and ensure related materials are documented and accessible to the team.
• Organize assets, notes, and supporting materials ahead of recordings, events, or content releases, and flag missing information or delays to the Project Manager to help prevent last-minute blockers.
• Assist with publishing and distribution logistics across content and media channels following established workflows.

Requirements

• Required Skills & Experience
• 2–3+ years of experience in social media coordination, content marketing, or operations.
• 1+ year of direct experience with ChatGPT/ Claude/ Perplexity usage.
• Proficiency with tools such as ClickUp, Metricool, Canva, Slack, and Google Drive.
• Excellent organizational and time-management skills.
• Strong understanding of social trends, hooks, hashtags, and caption best practices.
• Analytical mindset to track KPIs and surface insights.
• Background in a creative agency, media, Marketing or influencer marketing environment.
• Experience working with personal brands, creators, or podcast-driven formats is a plus.
• Fluent in Spanish is a plus

Skills

Preferred

• Fluent in Spanish is a plus

Benefits

• At Trolley, we believe in building a company that works for you — not the other way around. That means freedom, tools, and culture that support both your creativity and your execution. We offer:
• Work from anywhere
• Flexible schedule and time off — no micromanaging
• Direct collaboration with the Founder
• Access to top-tier AI tools (Perplexity, ChatGPT, ClickUp Brain and more)
• Clear path for long term career growth
• A supportive company culture grounded in ownership and prioritizing progress over perfection