Operations & Ad Sales Coordinator

About Impact Theory

Impact Theory is a mission-driven modern media company committed to creating entertaining and empowering content that fosters positive change. As an integrated studio, we produce video games, webcomics, films, TV series, and YouTube/podcast content that has garnered over 500 million views on YouTube. Our mission is to promote the global spread of a growth mindset through ideas and entertainment.

About the Role

The Operations & Ad Sales Coordinator is a dynamic role combining operational, project management, and ad sales responsibilities to ensure smooth day-to-day operations and effective campaign execution. Reporting to the Chief Operating Officer and collaborating closely with the Ad Sales and Partnerships teams, you will manage logistics, coordinate campaigns, and optimize advertising initiatives for clients. This role requires a balance of organizational expertise, communication skills, and technical proficiency to deliver exceptional results for our partners and internal teams.

MUST DESIRE A CAREER IN OPERATIONS, DO NOT APPLY OTHERWISE.

Requirements

Key Responsibilities
Operations Support

• Provide operational and administrative support, including file management, scheduling, and preparing meeting agendas.
• Organize, maintain, and track internal documents and standard operating procedures.
• Manage SaaS tools (e.g., 1Password, Slack, Adobe, Monday.com) and streamline workflows.
• Update and maintain project management boards for Partnerships and Production teams.
• Coordinate office management responsibilities and support cross-departmental needs.

Ad Sales & Campaign Coordination

• Collaborate with Ad Sales, Partnerships, and Production teams to schedule and manage ad campaigns.
• Ensure all campaign details, including airchecks, sponsor links, show notes, and intros, are accurate and delivered on time.
• Schedule and manage ad campaigns on hosting platforms, ensuring campaigns are completed successfully with optimal results for both clients and the company.
• Act as a liaison between Ad Sales and Production teams for scheduling, script approvals, editing, and securing final campaign assets.
• Monitor and review airchecks, show notes, and websites to ensure quality and accuracy.

Project Management & Reporting

• Coordinate recording sessions for YouTube and podcast intros and ads, ensuring timely delivery to copywriters, editors, and clients.
• Update, analyze, and present performance metrics related to ad inventory, sales results, campaign efficiency, and audience reach.
• Lead weekly Partnerships meetings to provide updates, share insights, and align efforts across teams.
• Provide post-production support, including sponsor link updates and performance tracking.
• Deliver campaign performance reports and insights to internal teams and clients.

What We’re Looking For

• Experience:
• 5+ years in operations, project management, ad sales coordination or account management, or a related field, preferably in the media, entertainment, or tech industries.
• Proven experience managing cross-functional projects and client-facing deliverables.
• Skills:
• Exceptional organizational, multitasking, and prioritization skills.
• Strong process- and system-oriented mindset with proficiency in Google Workspace, Microsoft Excel/Google Sheets, and CRM tools.
• Expertise with project management platforms like Monday.com or Asana.
• Advanced verbal and written communication skills, with the ability to liaise between teams effectively.
• Familiarity with ad operations, campaign management, and hosting platforms such as Megaphone and Libsyn.
• Preferred Experience:
• Background in a talent agency, production company, PR agency, or ad sales environment.
• Passion for podcasts and knowledge of the podcast advertising landscape.

Physical Requirements

• Ability to remain stationary at a desk for extended periods.
• Willingness to work longer hours as needed, including evening meetings or events.
• Capability to lift, push, or pull up to 25 pounds for tasks like moving boxes or setting up events.
• Regular movement around the office and occasional driving to off-site locations.

Benefits

What We Offer

• Competitive medical, dental, and vision insurance plans.
• Life insurance and 401(k) retirement plan.
• Flexible and unlimited PTO policy.
• 1-year subscription to Audible.
• Full access to Impact Theory University.
• Two complimentary books: Radical Confidence by Lisa Bilyeu and Principles by Ray Dalio.

Important Note

This job description outlines the primary duties and responsibilities of the position but is not exhaustive. Responsibilities and benefits may evolve based on the needs of the company.

Equal Opportunity Employment

We are an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

How to Apply

Submit your resume and a cover letter outlining your expertise and experience.