Marketing Coordinator

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. Are you a fit for XEN?Watch this video from the CEO, Craig Bailey, to know.
Our Core ValuesWe 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 & IntegrityHonesty 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 GrowthWe strive to be learn-it-alls.
We avoid know-it-alls.
Be curious.
Make an impact.
About the JobAs 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 RequirementsReliable Internet Connection: Ensure a stable connection for regular video calls on Zoom/Teams/Meet with video and sound enabled.Professional Virtual Presence: Maintain professionalism during video calls, with appropriate lighting and background.Self-Motivation: Demonstrate the ability to complete tasks independently in a remote setting.Team Collaboration: Work effectively with the team to achieve company and client goals.Key ResponsibilitiesMeeting 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 RequiredEffective 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 TasksAs 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.
What to Expect in Your First Three WeeksWeek OneYou'll complete our onboarding program, familiarizing 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 TwoYou'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 onwardsYou'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 SuccessAt 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 XENHere at XEN, we thrive on individuals who are:
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.
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.
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.
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 ThinkersWe 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.
Benefits we offerWe 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
Paid annual leave
13th-month pay (PH)
Day shift (PH/AU business hours)
How to ApplyWhen 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 experiencesAre 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.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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