Operations Coordinator (DTC Creative Strategy Team)

Facelove is a direct-to-consumer cosmetics brand for women over 45, selling in Germany and the US. We run our own paid media and creative production, a physical supply chain with a manufacturer and a fulfilment partner, customer support in two languages, and sixteen departments and partners that all report numbers every week.

Before you apply: this role only works if you have supported a creative team before, meaning creative strategists, video editors and graphic designers, inside a DTC eCommerce business. A general operations background on its own will not be a fit.

About the Role:

The COO runs day-to-day operations across all of it. This role is her second pair of hands and eyes: the person who makes sure every commitment made in a meeting turns into a task, every task has an owner and a date, and every owner is chased before the deadline rather than after it. You will spend a lot of time in ClickUp, Notion, Slack and spreadsheets, and a lot of time asking people where things stand.

This is a role for someone who has done this before and likes it. We are not looking for a generalist VA  or a general Operations Manager who needs a task list each morning. We are looking for an operator who reads the week, sees what is going to slip, and fixes it before it does.

Responsibilities:

• Turn every meeting into tasks the same day: owner, due date, definition of done, logged in ClickUp. Nothing stays only in someone’s memory.
• Chase owners before deadlines, not after. Post a daily overdue list and get a written status or a new date from each person.
• Keep the OKR tracker current: no blank cells, every red item flagged with its owner and a recovery plan.
• Hold the creative pods to their output targets. Track each editor against their points through the week, flag anyone falling short before the week closes, and chase the gap rather than reporting it afterwards.
• Keep the SOP library organized and current, so people can find the right version and nothing in it is out of date.
• Schedule, reschedule and prep one-on-ones, partner calls and reviews. Every call has an agenda and a notes page before it starts.
• Handle inbox and calendar triage for the COO, with clear flags for anything costing money, anything a customer sees, or anyone blocked.
• Run onboarding and offboarding admin with HR: access sheets, tool invites, first-week plans, equipment and credential handover.
• Carry out research and comparison work: tool trials, vendor quotes, benchmarks, summarized in one page with a recommendation.
• Take on anything else that keeps operations running. You will be asked to do unglamorous work, and the role only works if you are good at it.

Must-Have Skills:

• 3+ years in an operations, executive assistant or project coordination role in a creative team 
• DTC eCommerce experience
• Holding people to deadlines
• ClickUp or an equivalent project tool at an admin level
• Google Sheets
• Notion
• Written English at a professional level
• Process writing
• Attention to detail under volume
• Amenable to work in 9AM-5PM CET

Nice to Have:

• Experience with OKRs or EOS-style scorecards and weekly meetings.
• Has worked alongside a creative or performance marketing team and understands how output targets are set and measured.
• Fathom, Hubstaff or Slack admin

This Role Is Not For You If: 

• You need a task list handed to you each morning. The COO sets priorities; you work out the tasks.
• You find it awkward to remind people, including people more senior than you, that something is late.
• You prefer strategy to execution. Most days are trackers, follow-ups, chasers and SOPs.
• You want to work in creative, marketing or customer-facing roles. This is back-office operations.
• You cannot commit to 40 hours a week on fixed European hours.

What’s in it for you?

• Competitive salary
• On-time and reliable payments
• PTO and Paid Holidays
• Wellness Allowance
• Team Trips
• Opportunity to work with a fast-growing global e-commerce brand
• Long-term growth opportunities