Executive & Marketing Operations Assistant E-commerce

Remote | Full-time |Australian Eastern Time required

About us

FDYS is a media-led outdoor, fishing and lifestyle business operating across multiple ecommerce verticals.

Across our brands, our YouTube channels have more than 3.7 million subscribers. Content is at the centre of what we do: it grows the audience, builds community and drives e-commerce demand.

We are looking for a highly organised, proactive operator to help our founders, marketing lead and wider team keep everything moving across content, social media, e-commerce, customer support, reporting and day-to-day business operations.

This is not a basic task-only virtual assistant role. We want someone who can follow systems, spot what needs attention, communicate early and take responsibility for closing the loop.

This is a broad coordinator role across executive support, content operations, e-commerce, customer support, reporting and team follow-through. Content planning is a high-priority part of the role, but this is not a single-creator personal-content-manager position.

The opportunity

You will work across several connected parts of the business. One important responsibility is helping turn current trends, business activity, fishing/outdoor life and approved campaigns into ready-to-film content plans so the team is not starting from a blank page each day.

You will also keep projects moving, follow up people and deadlines, support the customer-service workflow, prepare reports and make sure the founders and marketing lead have a clean view of what needs attention.

You will begin as a hands-on coordinator and can grow into broader Growth Operations, E-commerce Operations or Executive Operations responsibility as you prove your capability.

What you will do

Executive and team operations

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Keep the master task tracker, content tracker and follow-up list accurate, with clear owners, deadlines, status and next actions.

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Follow up editors, agencies, suppliers, collaborators and team members on deadlines and approvals.

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Coordinate meetings, reminders, call notes and action items.

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Keep Google Drive folders, files, links and documentation organised.

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Help with appointments, research, bookings, vehicle servicing, property maintenance coordination and general founder administration.

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Track outstanding actions and flag clashes, delays and blockers early with a suggested next step.

Customer support and e-commerce coordination

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Support our approved customer-support workflow as the human quality-control layer behind our AI tools.

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Review customer context, verified order/tracking information and drafted replies before they are approved and sent.

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Handle straightforward enquiries about verified order status, tracking, sizing, product links and general FAQs using approved guidance.

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Keep the support queue organised so cases are assigned, followed up and closed properly.

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Pull Shopify reports and help track sales, orders, AOV, conversion, top products, stock flags and product performance.

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Log incoming supplier and business invoices into the approved register, flag duplicates/discrepancies and follow up on items awaiting approval.

Marketing operations and reporting

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Schedule approved posts and upload approved assets across the agreed social platforms.

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QA test email campaigns before sending: check links, product details, discount details, spelling and basic layout.

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Pull marketing and e-commerce reporting from approved dashboards.

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Explain basic movements in sales, conversion rate, AOV, traffic, ad spend, ROAS, CPA/CAC, email revenue and top-product performance in plain English.

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Prepare a short daily business brief covering sales/store, marketing, content due, customer issues, stock concerns, overdue tasks and decisions required from the founders.

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Check AI-generated summaries against the source information and clearly separate confirmed facts from items still awaiting verification.

Data, stocktake and systems coordination

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Help create one clear operating picture across Shopify, marketing dashboards, warehouse/stocktake records, customer support, team trackers and approved AI-agent outputs.

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Compile daily and weekly reporting from approved sources, clearly labelling the reporting period and source for every important number.

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Reconcile expected comparisons, such as Shopify inventory against warehouse stocktakes, marketing-platform spend against campaign reports, and AI summaries against the underlying source data.

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Maintain a simple Data Exceptions Log for any mismatch: what the two sources say, the period, the variance, the owner, the next action and the date it was raised.

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Request missing inputs, follow up on gaps and escalate material stock, marketing, customer-support or financial-data discrepancies quickly.

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Maintain consistent definitions for key metrics such as gross sales, net sales, units sold, available stock, on-hand stock, ad spend, ROAS, CAC and profit.

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Use approved systems only and handle customer/business data carefully. Do not place confidential data into personal tools or unapproved AI platforms.


Content, social media and trend research

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Build and maintain a rolling two-week content calendar across our brands.

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Prepare weekly content packs: ready-to-film post ideas with an exact hook, first visual, short script cue, B-roll needed, simple shot list, platform, CTA and any product/content link.

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Prepare daily natural Story prompts so the relevant team member has a simple plan for what to show, say or ask their audience.

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Research current short-form video formats and viral hooks across fishing, boating, outdoor, lifestyle and adjacent creator niches.

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Turn approved trends into original concepts. You will adapt the format or hook—not copy another creator’s exact footage, script or creative work.

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Maintain a Hook Bank showing the source, why it works, the Field Days version, footage needed, performance result and whether it should be reused.

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Create clear briefs for editors, captions/CTA options and scheduling details. Follow approved content through to posting.

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Help with routine comments and DMs using approved brand guidance; escalate sensitive issues immediately.

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Review content performance weekly and use the learnings to improve the next plan.


What we are looking for

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2+ years of experience as an executive assistant, operations coordinator, e-commerce coordinator, marketing coordinator.

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Excellent written English and the ability to write clear, natural customer-facing messages.

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Strong organisation and follow-through across multiple projects, deadlines and stakeholders.

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A genuine instinct for short-form content: you can identify why a hook works and turn it into a clear, practical filming plan.

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Comfortable with Shopify, klaviyo, meta ads, google analytics, reporting, social media tools, Google Drive, Slack, spreadsheets, calendars and task trackers.

Comfortable with ai including claude, ai agents, manus etc

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Practical understanding of e-commerce and performance-marketing metrics: sales, conversion rate, AOV, CTR, CPM, CPA/CAC and ROAS.

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Comfortable in Google Sheets or Excel, including filters, formulas, pivots and basic reconciliation checks.

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You understand that revenue and ROAS alone do not equal profit.

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Confident using AI tools to draft and organise work, while checking outputs rather than trusting them blindly.

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Strong judgement, confidentiality and attention to detail.

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Proactive communication: when you find a problem, you flag it early, give context and recommend a next step.

Nice to have

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Shopify, Meta Ads Manager, Klaviyo/email QA, Later, Buffer, Meta Business Suite or similar platform experience.

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Experience working with founder-led e-commerce, media or creator businesses.

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Basic Canva or Figma skills.

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Experience documenting SOPs, building dashboards or improving workflows.

Access and decision-making boundaries

You will have access only to the tools and information needed to do your role well. Access is staged as trust and capability develop.

You can coordinate, draft, check, report, organise, escalate and follow up..

How we work

We operate from one shared task system. Every meaningful request must have a clear owner, deadline, status and next action. You will not be expected to silently juggle conflicting private requests; you should raise priority clashes early and recommend what needs to move.

We value people who close the loop. Do not simply report that something is pending follow it through, update the relevant people and make sure there is a clear next step or a documented closure.

Application process
To apply, please send the following:
1. A short introduction video

Record a short video introducing yourself and explaining why you believe you would be a great fit for this role.

Please upload it to Google Drive, Loom, or another platform where we can easily watch it, then include the link in your application.

Important: The video is a required part of the application. This role requires strong attention to detail, clear communication and the ability to follow instructions. Applications without a video will not be considered.

2. Your CV and relevant examples

Please include your CV, along with any relevant examples of work you have completed such as dashboards, content calendars, reporting, social-media plans, task systems, operational trackers or similar work.

Shortlisted candidates will then complete a paid practical assessment.