Operations & Admin Manager

The MicDrop Agency · Austin, Texas Metropolitan Area (Hybrid)

About the Role

The MicDrop Agency is hiring a full-time Operations & Admin Manager to help keep our growing PR and marketing agency running smoothly behind the scenes.

This role is ideal for someone who loves building systems, improving workflows, and ensuring nothing falls through the cracks. You will work closely with leadership to support both our Canadian and U.S. entities across finance, vendor management, internal programs, logistics, and operational systems.

This is a high-ownership role for someone who wants to become a long-term operational leader inside a scaling agency.

Location: Ideally based in Austin, Texas (hybrid)

Schedule: Full-time

Why This Role Matters

MicDrop is growing quickly as a PR and marketing partner to tech-enabled and high-growth companies across sectors including construction, insurance, health, defense, climate, and emerging industries. As we expand our U.S. presence, we need someone who can:

• Bring structure to growth

• Improve operational clarity

• Support leadership bandwidth

• Build systems that scale

Key Responsibilities

Communications & Inbox Management

• Manage inbound info@themicdropagency.com emails and main phone line

• Route inquiries to the appropriate team member

• Respond to general inquiries using templates and brand guidelines

Business Development & Visibility Support

• Build and maintain lists of relevant events, conferences, and speaking opportunities

• Research organizers, media contacts, and decision-makers

• Support outbound pitches for speaking, panels, podcasts, and event participation

• Maintain a simple CRM or tracking system for outreach and follow-ups

• Schedule and prep for new business meetings

Travel & Logistics

• Book and coordinate team travel (flights, hotels, transportation) for conferences, events, and offsites

• Manage calendars and logistics for leadership travel

• Support planning and execution of the annual team retreat (venue research, scheduling, budgeting, coordination)

Financial & Administrative Operations

• Oversee bookkeeping coordination for both Canadian and U.S. entities (expense tracking, categorization, support for accountants)

• Manage vendor invoicing, payment tracking, and financial organization

• Support monthly financial reporting preparation and internal tracking dashboards

Vendors, Tools & Operations Management

• Own MicDrop’s software stack (subscriptions, access, renewals, permissions)

• Act as the main point of contact for operational vendors

• Maintain a master vendor list, contract terms, and renewal dates

• Identify and implement workflow improvements as the agency scales

Team Culture & People Operations

• Support hiring by coordinating interviews and managing candidate communications

• Coordinate new hire onboarding (accounts, welcome materials, internal introductions)

• Manage and organize the MicDrop internship program

• Coordinate employee and client gifts for milestones and launches

• Book and coordinate monthly guest speakers for the team

• Build and maintain an annual internal events and culture calendar

What We’re Looking For

Based in or near Austin, Texas (preferred)

• Bachelor’s degree in business administration, management, operations, or related field

• 4–6+ years experience in operations, office management, or administrative leadership (agency or startup experience preferred)

• Experience managing operational systems independently

• Experience supporting bookkeeping, expense tracking, or financial administration (QuickBooks or similar tools preferred)

• Comfortable managing invoice processing, expense categorization, and coordinating with external accountants

• Comfortable coordinating across finance, vendors, hiring, and internal programs

• Proficiency with Google Workspace; QuickBooks, FreshBooks, and Notion a plus

• Strong organizational and time-management skills

• Systems-minded with an interest in optimizing tools and workflows

• Excellent written communication skills

• Proactive, resourceful, and detail-oriented

• Comfortable working across time zones and distributed teams

Compensation & Perks

• Salary: $60,000–$70,000 USD (commensurate with experience)

• Paid vacation

• Time Off for Holidays: Memorial Day (May 26, 2025), Independence Day/July 4, Labor Day (September 1, 2025), Thanksgiving + the day after, Good Friday, + two flexible days of observance, and a paid break from Christmas Day through New Year’s Day.

• Benefits: Access to our benefits package beginning the first day of the month following three months of employment

• Opportunities for professional development

• Flexible remote/hybrid work environment

• Direct exposure to founders, industry leaders, and high-growth companies

Equal Opportunity Employer

MicDrop does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

To Apply

If this sounds like you, we’d love to hear from you! Please send your resume and a cover letter outlining why you’re excited to join and grow with our team to:

careers@themicdropagency.com

Applications submitted only through LinkedIn will not be considered. Only successful candidates will be contacted within three weeks for next steps.

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Operations & Admin Manager