Operations Associate

About Darkroom

We're building the future of advertising and are looking for the minds to help us do it.

Darkroom is a progressive omnichannel growth marketing agency focused on retail, e-commerce, and consumer businesses. We have been recognized as one of the fastest growing private companies in America by Inc. 5000 (2023), a top 1% digital advertiser by Varos (2023), and our founders were named Forbes 30 Under 30 recipients for Marketing and Advertising North America (2024).

This is a fully remote role supporting a team in the EST time zone and is open to candidates based in Portugal.

Mission

✨ Why this role exists:

The Operations Associate will be key in executing on Darkroom’s core operational processes on both internal and external fronts. This role will support critical business functions such as client onboarding and staffing, internal process optimization, and operational reporting to ensure smooth, scalable, and efficient agency operations.

Ongoing Responsibilities

💼 Key Areas of Responsibility:

1. Service Operations

• Client Onboarding & Offboarding Functions: Coordinate directly with clients to organize kick-off and offboarding calls, obtain necessary documentation and credentials, and maintain up-to-date client databases.

• Client Staffing & Upkeep: Work with Service Directors to ensure proper staffing on client accounts, track team capacities, and manage updates to the staffing ledger when changes arise (e.g., restaffing, change orders, offboarding clients).

• Client Deck Preparation. Responsible for compiling and structuring client decks for key meetings, ensuring all relevant data and insights are included in a polished, professional format.

• Internal Client Kick-Off Meetings. Own the preparation, proper documentation, and leadership of internal client kick-off meetings. This includes setting agendas, ensuring all necessary documentation is in place, and leading discussions effectively.

2. Internal Operations

• Notion Upkeep & Innovation: Serve as the primary owner of Notion system maintenance, including database management, data hygiene, and troubleshooting to ensure efficient internal workflows.

• Data Hygiene: Maintain up-to-date records across all internal platforms, including Notion, Google Suite, and Slack, ensuring consistency and accuracy.

• Operational Initiatives: Assist in developing and implementing company-wide operational projects, including drafting standard operating procedures (SOPs), training materials, and process improvements.

• Reporting: Provide updates on client onboarding/offboarding, client health status, and operational issues during weekly meetings.

• Scheduling Support: Assist with calendar coordination and scheduling as needed.

Core Competencies

🧠 What skills are needed to excel in this role?

• Professional or high-level competency in Notion

• Ability to quickly adapt to new technology and/or software

• Strong organizational skills with the ability to track, process, and report data efficiently

• Project and calendar management experience; Gmail and Slack

Personal Traits & Habits

🙋 What personal attributes will make someone successful in this role?

• Highly detail-oriented and organized

• Proactive communicator who anticipates and addresses needs before they arise

• Analytical problem-solver with a solution-oriented mindset

• Resourceful and able to work autonomously

• Comfortable working under tight deadlines in a fast-paced environment

What It's Like to Work at Darkroom

We're building the future of advertising and are looking for the minds to help us do it. We only seek out the best—from our clients to our people. Our team is our most sacred asset, and we offer highly competitive salaries and the following perks:

• Unlimited Vacation Policy & Holidays: Rebooting is one of the most important parts of growth. At Darkroom, you have access to a flexible vacation policy and 10 holidays throughout the year to keep you recharged and sharp.

• Remote-First Culture: Work from anywhere with a strong community base and regional hubs in LA, The Bay Area, New York, Philly, Sao Paulo, Lisbon, and Eastern Europe.

• Endless Opportunities for Growth: Gain cross-functional experience in a fast-growing agency where you can expand your skills beyond your niche and stay at the forefront of the industry.

• Parental Leave: Flexible parental leave benefits to support new parents during this important transition, ensuring time to bond with their families while maintaining work-life balance.

Equal Opportunity Statement

Darkroom is an equal opportunity workplace—we are dedicated to equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.