Founder’s Office & Content Coordinator

About Us

Role Purpose

1. Founder Coordination

• Manage and organise founder emails across Outlook and Gmail.
• Sort emails into folders, priority categories, and follow-up lists.
• Manage calendar, meetings, reminders, and scheduling.
• Attend meetings with the founder when required.
• Take clear meeting notes and convert them into action points.
• Follow up with team members, suppliers, consultants, and external partners.
• Maintain a daily and weekly founder follow-up tracker.
• Keep pending tasks visible and moving without constant reminders.

2. Accounts/Admin Support

• Maintain simple trackers for payments, receivables, invoices, expenses, and pending documents.
• Coordinate with the internal admin/accounts team and external accountants when needed.
• Organise supplier invoices, payment records, receipts, statements, and financial folders.
• Follow up for missing invoices, receipts, statements, or payment confirmations.
• Maintain clean Excel/Google Sheets trackers.
• Understand basic accounting/admin terms such as invoices, LPOs, payments, expenses, receivables, reconciliations, and statements.
• Support document organisation for finance, operations, suppliers, and admin requirements.

Note

3. Content & Social Media Coordination

• Draft LinkedIn posts, Instagram captions, founder posts, and short brand content.
• Use AI tools to turn founder notes, voice notes, meetings, and ideas into content drafts.
• Help organise and maintain a social media content calendar.
• Coordinate approved posts across LinkedIn, Instagram, Pinterest, TikTok, and other relevant platforms.
• Organise saved Instagram posts, Pinterest boards, TikTok videos, references, competitor examples, and content inspiration.
• Flag useful content ideas, comments, DMs, and collaboration opportunities.
• Coordinate with designers, marketers, agencies, and internal team members for creative execution.

4. AI & Digital Organisation

• Use AI tools such as ChatGPT or similar tools for summaries, content drafts, email drafts, checklists, research, and task organisation.
• Organise digital folders across cloud systems.
• Transfer and structure files from hard drives into organised cloud folders.
• Organise bookmarks, saved links, supplier information, brand references, product ideas, and learning resources.
• Create clear file naming systems and folder structures.
• Keep information easy to find, retrieve, and use.

5. Product & Supplier Support

• Support the founder with new product research.
• Organise supplier notes, trade show notes, product samples, and product idea folders.
• Research competitor products, pricing, packaging, product claims, and positioning.
• Maintain simple product research and sample tracking sheets.
• Follow up with suppliers for documents, samples, catalogues, specifications, quotations, and timelines.
• Support product launch preparation by coordinating information and pending tasks.

6. E-commerce / FMCG Coordination Support

• Understand basic product business requirements such as SKUs, listings, pricing, stock, invoices, customer orders, marketplaces, and product descriptions.
• Support coordination related to Shopify, Amazon, Noon, Talabat, or similar platforms when required.
• Help organise product descriptions, product images, listing information, and content requirements.
• Coordinate with e-commerce, marketing, and operations team members for missing information or pending tasks.

Must-Have Skills

• Accounts/admin background.
• Strong written English.
• Good Excel / Google Sheets ability.
• Strong email and calendar management.
• Excellent follow-up discipline.
• Ability to take meeting notes and convert them into clear action points.
• Comfortable using AI tools daily.
• Social media awareness and basic content writing ability.
• Strong organisational skills.
• High attention to detail.
• Ability to manage confidential information.
• Presentable, professional, and confident in meetings.
• Ability to work in a small, fast-moving founder-led company.
• Ability to work without constant reminders.

Preferred Skills

• Experience in e-commerce, FMCG, food, wellness, retail, or product-based businesses.
• Basic understanding of Shopify, Amazon, Noon, Talabat, or similar platforms.
• Basic Canva or design coordination skills.
• Experience managing LinkedIn, Instagram, Pinterest, or TikTok content.
• Experience supporting product launches, supplier coordination, or trade shows.
• Experience with digital filing, cloud organisation, and content libraries.
• Experience working directly with a founder, CEO, or senior manager.

You Are Not the Right Fit If

• You are a pure accountant with no writing, coordination, or content ability.
• You are a pure social media executive with no accounts/admin discipline.
• You are a receptionist or admin assistant who waits for instructions.
• You are weak with follow-ups.
• You cannot write clearly in English.
• You are uncomfortable using AI tools.
• You cannot organise emails, files, folders, trackers, and messy information.
• You need a highly structured corporate environment.
• You are not comfortable working closely with a founder.
• You do not take ownership of pending tasks.
• Success in the First 30 Days
• Founder inbox is cleaned, organised, and actively managed.
• Calendar and meeting follow-ups are under control.
• Daily and weekly follow-up tracker is running.
• Basic accounts/payment/invoice trackers are created.
• Social media content references are organised.
• LinkedIn and Instagram draft content is being prepared regularly.
• Digital folders and saved content libraries are being cleaned and structured.
• Pending tasks are visible and being followed up consistently.
• Success in the First 60 Days
• Founder’s digital systems are significantly cleaner.
• Emails, documents, bookmarks, Instagram saves, Pinterest boards, TikTok saves, and product references are organised.
• Meeting notes and action trackers are consistently maintained.
• Supplier and product research folders are structured.
• Content drafts are being created using AI and founder inputs.
• Team follow-ups no longer depend only on the founder.
• Accounts/admin visibility is cleaner and easier to review.
• Success in the First 90 Days
• Founder has significantly less follow-up and admin load.
• Content coordination is running weekly.
• Accounts/admin trackers are accurate and updated.
• Product research and supplier follow-up systems are active.
• Digital filing systems are clean and easy to use.
• The person is independently chasing tasks, organising information, and reducing founder dependency.
• The founder can rely on the person to remember, follow up, and keep things moving.

Key Performance Indicators

• Inbox and follow-up tracker updated daily.
• Meeting notes and action points shared within 24 hours.
• Payment/invoice/admin trackers updated weekly.
• Supplier and product follow-ups tracked clearly.
• Minimum weekly content drafts prepared from founder inputs.
• Digital folders and references kept organised.
• Pending tasks followed up without repeated reminders.
• Clear weekly update sent to the founder.

Ideal Candidate

Screening Questions

Trial Task

• Shortlisted candidates will be asked to complete a practical trial task covering:
• Inbox organisation.
• Simple accounts/payment tracker.
• Meeting notes and action points.
• AI-assisted content draft.
• Product/supplier research tracker.
• This role requires practical execution, not only interview answers.