Creative Operations Coordinator

WHO WE ARE:

Fiercely independent. Passionately creative. Fueled by data and the power of AI.

Ayzenberg Group, based in Pasadena, CA, is one of the largest, privately held advertising and media companies on the West Coast. We’re a culture of curiosity, filled with player/coaches who care deeply about the work from the top down, and team members with an entrepreneurial mindset. We are an equal opportunity employer.

“Okay, nice jargon, but what does that actually mean?” Good question.

Basically, we believe we can do the best work possible while still being kind, collaborative and respectful to everyone involved.

We strive to macro (not micro) manage and give all team members the support and freedom they need to thrive—both professionally and personally.

We’re also deeply passionate about where the industry is headed—especially when it comes to AI. From creative automation to predictive insights and smarter media strategy, we’re not only leaning into but creating the tools and technologies shaping the future of marketing, and we’re looking for teammates who are excited to grow with us in that space.

In a nutshell, whether you’re a client or a team member, we want you to love it here.

WHO WE'RE LOOKING FOR:

The Creative Operations Coordinator will be at the center of people, projects, and operations across the business group. You’ll help ensure the right people are working on the right things at the right time.

This is a hands-on role focused on coordination, organization, and support—helping teams stay aligned, projects stay staffed, and operations running smoothly.

You’ll partner closely with project managers, creatives, strategists, analysts, and leadership to keep things moving efficiently.

***PLEASE NOTE: This is an ongoing FREELANCE ROLE with full-time hours, and the goal of converting to a full-time employee assuming it's a great fit on both sides.

The day-to-day:

* Support resource planning and assignments across teams based on availability and project needs

* Help manage day-to-day resourcing requests and adjustments

* Support tracking team availability, utilization, and bandwidth

* Assist with establishing time entry milestones, QC’ing entries, audits, and reporting across tools like Harvest and Workamajig

* Help maintain project allocations in Workamajig, and adherence to staffing plans

* Coordinate across teams to ensure projects are properly staffed and set up

* Provide feedback as needed to leadership regarding managed staff

* Support internal processes and ensure teams are following guidance

* Prepare for and lead resourcing meetings and team syncs

* Support onboarding freelancers and new team members for the group

* Provide administrative support including:

* Manage team-based production related purchases

* Book travel as needed for the team

* Support occasional catering needs and setup logistics

* Track out-of-office schedules and key team dates

* Partner with group leadership to support team culture building moments

What success looks like:

* Teams are staffed appropriately and workloads feel balanced

* Time tracking and reporting are accurate and up to date

* Projects run smoothly without resourcing gaps or confusion

* Teams feel supported and operations feel clear and organized

* Administrative needs are handled proactively and efficiently

WHAT WE’LL (FOR SURE) BRING TO THE TABLE:

* A competitive salary and great benefits package, including full medical, dental, and vision

* A matching 401(k)

* Paid maternity/paternity leave

* Pet insurance

* Monthly wellness benefits

* Annual education credit

* Unlimited PTO and paid holidays

* A supportive, collaborative team environment

* The opportunity to work with cutting-edge AI technologies

* A hybrid model (in-office Tuesday–Thursday each week)

WHAT YOU’LL (IDEALLY) BRING TO THE TABLE:

* 2+ years of experience in an operations, resource management, project coordination, or similar role

* Experience in an agency, marketing, or creative environment required

* Strong organizational and time management skills

* Comfortable working across teams and priorities

* Familiarity with tools like Harvest, Workamajig, Monday.com, or similar systems is helpful

* Interest and ideally experience using AI platforms such as ChatGPT, Claude, Copilot

* Clear communication and a proactive mindset

* Ability to stay calm and organized in a fast-moving environment

* Detail-oriented and reliable

* Comfortable jumping in to help wherever needed

* Systems-based thinker but flexible

* Spots gaps and opportunities, and takes ownership to address them

* Proactively identifies needs and takes action without waiting for direction

* A clear communicator who keeps things moving

* Interest in gaming and tech is a plus

* Comfortable navigating the group autonomously

* Low ego, team-first mindset

So, if you've read this far and have that butterflies-in-your-stomach feeling, please apply -- we'd love to hear from you!