Operations & Marketing Coordinator / PA to Senior Management

Role Overview

The Operations & Marketing Coordinator supports the firm's day-to-day administration, internal operations and marketing activities, while providing personal assistance to senior management. The role ensures accurate and consistent follow-up on tasks and deadlines, and professional delivery of branded materials and communications. Working closely with management, lawyers, consultants and the Finance Team, the Coordinator also supports HR administration, office, business development and management requests. Accuracy, organisation, discretion and consistent follow-through are essential.

Important note on scope. This role is deliberately not a visionary or managerial one. The Coordinator is not expected to set the firm's strategy, design new service lines, or manage teams of their own. The role is defined by follow-up and execution: tracking what the Managing Directors and the Department Heads have asked for, proactively prompting them (and the rest of the firm) until each item is delivered, and personally executing whatever tasks the Coordinator sees management has no time to handle and that she or he can reasonably take on. The scope of the role grows with the Coordinator: the more she or he reliably absorbs and delivers, the more responsibility is entrusted to her or him, with a clear and open path towards an executive-level position over time.

Key Responsibilities

Operations

• Maintain the firm's daily task tracker, monitor outstanding actions and follow up with managers, lawyers and consultants.
  

• Review time entries weekly and follow up on missing or overdue submissions.
  

• Support the administration of Zoho People, including attendance, time tracking, leave, appraisals, staff documents and requests.
  

• Assist Internal Affairs with documents, presentations, staff initiatives, office projects and team-building activities.
  

• Organise routine office purchases and follow up on office management requirements.
  

• Maintain the inventory of the firm's digital tools and subscriptions (Zoho suite, WordPress/Elementor, Canva, Adobe suite), ensuring licences are current, right-sized, well-attributed and effectively used across the team.
  

Business Development & Project Follow-up

• Maintain the firm's business development tracker: open proposals, prospects to re-engage, response deadlines, strategic initiatives in flight — and systematically prompt the Managing Directors and department heads for the inputs, decisions and approvals required to move each item forward.
  

• Follow up on all cross-departmental reorganisation and growth projects: track milestones, chase owners, escalate blockers to the Managing Directors, and personally execute discrete tasks within these projects where capability allows.
  

• Prepare agendas and chase action items from internal management meetings (Managing Directors, department heads), including structured follow-up emails after each meeting to every action owner.
  

• Monitor the firm's partnerships and cooperation agreements (with foreign law firms, agencies and other third parties), track reciprocal commitments, and remind the relevant internal owners when deliverables fall due.
  

Marketing

• Develop and maintain brand guidelines, visual assets, letterheads, templates and other branded materials for Astruc & Co. and related businesses.
  

• Ensure visual consistency across documents, presentations, digital channels and external communications.
  

• Prepare visuals and technical delivery for approved social media posts, newsletters, publications, lawyer profiles, videos and paid campaigns.
  

• Support website updates using WordPress and Elementor, including page formatting, mobile display, graphics, videos, links and forms.
  

• Coordinate and undertake photography and videography for staff profiles, office activities, events and social media.
  

• Maintain an organised template and asset folder, archiving outdated materials regularly.
  

• Manage marketing trackers, staff LinkedIn activity tracking, campaign tagging, scheduling, analytics and monthly reporting.
  

PA to Senior Management

• Maintain management calendars, update appointments and provide timely reminders for meetings, calls and deadlines.
  

• Handle urgent matters entrusted by senior management, including banking queries, document coordination, partnership agreements, NDAs and management signatures.
  

• Provide confidential administrative and personal assistance to the Managing Directors as required.
  

Education: Master's degree in Business Administration, IT (computer science) or a related field.

• Experience: Relevant experience in administration, operations and marketing support, including IT, business development, alongside graphic design and digital content creation.
  

• Creative Skills: Ability to design professional branded documents, presentations, social media graphics and marketing materials, with practical skills in photography, videography and video editing.
  

• Language: Strong written and spoken English.
  

• Technical Skills: Proficient in Microsoft Office, particularly Excel, Word, PowerPoint and Outlook. Working knowledge of Canva and video-editing tools such as CapCut and Edits, with familiarity with Adobe Photoshop, Illustrator and InDesign. Experience with Zoho applications, WordPress and Elementor is an advantage.
  

• Organisation: Able to manage varied responsibilities, prioritise urgent requests and follow tasks through to completion.
  

• Attitude: Professional, accurate, resourceful and dependable, with sound judgement and discretion when handling confidential financial, staff and management information.