Spectrum Media Solutions · 16 hours ago
Operations & Business Assistant
Roanoke, VA
Full-time
Onsite
New Grad, Entry LevelSpectrum Media Solutions is a full-service creative and digital agency focused on supporting communities. They are seeking an Operations & Business Assistant to manage operational tasks and business activities that ensure the agency's growth and efficiency.
Marketing & Advertising
Hiring Manager
William Nelms, PMP, PPS
Responsibilities
Maintain organized project documentation, internal workflows, and CRM updates
Keep task boards, deadlines, and internal processes aligned and up to date
Assist with preparing meeting agendas, capturing notes, and managing follow-ups
Support conference and event logistics, including coordination for IDA, IEDC, and state ED events
Track RFP and submission deadlines, prepare required materials, and keep documentation organized
Assist with internal systems, SOP updates, and operational optimization
Support Corey Quinn–style Gift-Based Outbound (GBO) campaigns
Help build and maintain lead lists, prospect research, conference contacts, and association outreach
Draft outreach emails, follow-ups, and scheduling coordination for leadership review
Prepare proposal shells, quotes, and supporting documents based on established templates
Keep HubSpot or CRM updated with accurate notes, activities, and deal stages
Draft and edit supporting written materials for proposals, outreach, and internal documentation using established templates
Assist with gathering client updates, preparing summaries, and maintaining proactive communication
Support onboarding tasks and documentation for new clients
Help assemble content for newsletters, dashboards, recaps, and reporting
Ensure clients feel supported, informed, and organized throughout various touchpoints
Prepare client-facing summaries, recaps, and documentation to support clear and timely communication
Assist with inbox prioritization, email organization, and communication follow-through
Support calendar alignment, scheduling, and travel coordination for leadership
Help maintain organized digital files, documents, and shared resources
Support simple internal reporting, expense tracking, and administrative tasks
Collaborate with Spectrum’s design team on more complex creative needs
Prepare presentation-ready decks for clients or prospects
Other duties as assigned
Qualification
Required
Strong organizational skills with a high attention to detail
Clear written and verbal communication skills
Ability to manage multiple deadlines in a fast-paced environment
Comfort with technology, digital tools, and learning new systems quickly
Proactive, reliable, steady follow-through without needing constant direction
Ability to handle confidential information with professionalism
A collaborative, team-oriented mindset
Preferred
Experience in a digital agency, creative firm, marketing team, or professional services environment
Familiarity with CRMs (HubSpot, Salesforce, Pipedrive) or project management tools (Asana, ClickUp, Monday)
Exposure to web, branding, or digital marketing workflows
Basic understanding of client-facing communication or coordination roles
Experience in civic, economic development, or nonprofit environments
Benefits
Paid holidays
PTO
Tech stipend
Professional development support
Company
Spectrum Media Solutions
Spectrum Media Solutions is a minority-owned digital infrastructure and communications partner for Business Improvement Districts, economic development organizations, placemaking groups, and mission-driven organizations.
Founded in 2015
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase