Operations & Systems Supervisor

About Us
A thaumaturgist is a performer of miracles, and that's exactly what we do for brands. When you join Thaumaturgist Marketing, you'll be part of where AI meets creative brilliance across diverse industries. You'll support successful clothing brands (including one with over 30+ years of global market leadership in its niche), manufacturing operations, B2B services, online training academies, and thriving digital communities. You'll help revolutionize how marketing agencies operate across multiple verticals through cutting-edge AI automation, global team collaboration, and systematic innovation that turns ambitious visions into reality. You'll be building the future of multi-brand, multi-industry management in that exciting space where organization meets innovation.

The Role
As our Operations & Systems Supervisor, you'll work directly with our Operations & Systems Manager to coordinate project execution, administrative support, and process optimization across our multi-brand operations and global teams. Your mission: to build from the ground up systems to ensure operations are efficient without suffocating innovation. If you're someone who thrives on creating order from complexity and finds genuine satisfaction in making systems work seamlessly, this role will energize you daily.


Key Responsibilities
Operations Manager Support
Provide direct operational support to the Operations & Systems Manager
Execute daily tasks and follow-ups to free up manager time for strategic coordination
Serve as backup coordination point when manager is unavailable
Handle routine operational tasks so the manager can focus on complex systems design
Continuously innovate using AI tools to increase your own efficiency and effectiveness in the role. Your goal: to become superhuman through the power of AI.
Project & Operations Execution
Execute daily ClickUp maintenance and project status updates (one of your biggest roles!)
Conduct follow-ups on assigned tasks and project milestones
Coordinate resource allocation and scheduling across multiple brands
Support cross-brand operational coordination and workflow management
Documentation & Asset Management
Maintain organized Google Drive and ClickUp file structures
Support creation of Standard Operating Procedures (SOPs)
Coordinate document workflows and approval processes
Manage brand asset organization and accessibility
Administrative Coordination
Support tea ---------- mbers with systems compliance and process adherence
Coordinate new hire onboarding to agency systems and workflows
Coordinate KPI data collection from departments
Assist with vendor management and contract tracking
Help manage tool trials and AI implementation tracking
Financial & Administrative Support
Support basic expense categorization and documentation
Help organize administrative records and filing systems
Assist with vendor communication and service agreement tracking
Coordinate tool trial management and subscription monitoring

What We're Looking For
Essential Skills
Bachelor’s degree in Business Administration, Operations Management, Information Systems; or an equivalent combination of education, training, and relevant 3-5 years of work experience in operations/systems.
Exceptional organizational mindset - you live and breathe systematic order and find genuine satisfaction in creating structure from complexity
Project management experience and strong coordination abilities
Experience with project management software (ClickUp preferred, or high-level proficiency in Asana, ---------- , Notion, or similar platforms)
AI tool familiarity and tech adaptability - comfortable with learning new technologies to maximize efficiency and productivity (this is a MUST!)
Professional, solution-focused attitude - collaborative team player who keeps conversations work-focused and productive. We pride ourselves in a no-drama work environment, so that A-players have the environment they need to excel.
Administrative coordination experience - organizing information and supporting processes
Excellent communication for coordinating across global teams. Emotionally aware and skilled at communicating with different people and personality types
Process-oriented mindset - enjoys creating order from chaos. Enjoys protecting and improving on existing processes
Preferred Experience
Background in agency operations or multi-brand management
Virtual assistant or operations support experience
Administrative support or operations coordination experience
Experience working with remote, international teams

What Makes This Role Unique
Direct impact on creating next-level operational excellence across multiple successful brands
Variety - no two days are the same across multiple industries and functions
Growth opportunity - join during rapid scaling phase with learning and advancement potential
Systems innovation - help design cutting-edge operational frameworks for multi-brand management
Remote-first culture - work with talented professionals across different time zones

You'll Know You're Succeeding When:
Projects actually finish instead of mysteriously disappearing, tea ---------- mbers can find what they need in under 30 seconds, and you've become the person everyone comes to when they need to "make it all work."

Ready to Work Some Magic?
If you thrive in organized chaos, love creating systematic solutions, and want to be part of building something big, we'd love to hear from you!
Please include:
Your resume
A brief cover letter explaining why you're excited about systematic operations
Any relevant project management or organizational experience examples