Operations Coordinator (Strategy)

Octagon is a global sports, entertainment, and experiential marketing firm seeking an Operations Coordinator for their Strategy team. In this role, you will be responsible for organizing and evolving operational processes, supporting project organization, and implementing tools that enhance efficiency.

Responsibilities

• Support weekly Strategy status meetings by preparing agendas, tracking updates, and capturing next steps
• Maintain project trackers, timelines, and documentation to ensure all deliverables stay on schedule
• Help organize and maintain digital filing systems and shared team folders to improve accessibility and consistency
• Join key meetings as needed, take notes, and share recaps with relevant stakeholders
• Assist in developing and documenting team procedures and processes
• Support case study development and project debrief meetings when projects wrap
• Manage intake for new strategy requests and assist in setting up briefing meetings
• Help translate new briefs into actionable next steps or work plans
• Support the creation of project estimates and scope documents under the guidance of team leads
• Request and track project time codes to ensure accurate reporting
• Maintain visibility into team workloads and help update internal resourcing tools
• Track billable and non-billable hours to ensure accurate reporting
• Assist with onboarding and offboarding processes for new or transitioning team members
• Support management of team budgets, vendor setups, and invoice processing
• Act as the company's AI conduit, partnering with engineers and project teams to develop new workflows, naming conventions, and documentation standards that unlock AI-driven efficiencies
• Help document and test new AI workflows, naming conventions, and file structures
• Promote AI adoption by helping teammates learn new tools and best practices

Skills

• 1–2 years of experience in operations, project coordination, or a related role—preferably supporting strategy, marketing, or creative teams
• Curious and organized, with a natural drive to make systems and processes run more smoothly
• Comfortable working in spreadsheets, trackers, and shared team tools
• Interest or experience with AI tools and technologies, with an eagerness to experiment and learn
• Strong attention to detail and follow-through—you like closing the loop and keeping things on track
• Proactive, reliable, and collaborative—you know when to take initiative and when to ask questions
• Proficiency with Microsoft Office Suite (Copilot, PowerPoint, Word, Excel, Teams)

Benefits

• Unlimited PTO policy – we understand you need time for play!
• Competitive medical/dental/vision insurance plans with FSA/HSA and Dependent Care FSA options. Pet Insurance for those who need it too!
• Generous Family and Parental Leave Policy (12 weeks) with eligibility extended to all parents regardless of gender or primary/secondary caregiver status
• Access to our parent company (IPG) Savings plan (401K program) with company match as well as an Employee Stock Purchase Plan (ESPP)
• Pretax Transportation/Commuter Benefits and Parent Travel Program
• Dedicated Mental Health resources including Headspace membership, Employee Assistance Program (CCA) and more
• Discount portal for everyday goods and services
• Employee Resource Groups and inclusive diversity programming and initiatives
• Personal Development programs

Company Overview