Operations & Projects Coordinator

Do you thrive in a fast-paced environment where strategy, operations, and innovation intersect?

Totem is seeking a highly organised and proactive Operations & Projects Coordinator to support the CEO, Director of Strategy & Content, and Executive Team in driving operational excellence, business efficiencies, and cross-functional projects across the business.

About Totem

Totem is a digital media studio pioneering content models for social-first audiences. We’re the engine behind some of the most watched shows and fastest-growing content brands on the internet. We produce thousands of videos a year, generating billions of views across our owned-and-operated channels.

Some of our biggest wins:

• Bondi Rescue → #1 factual entertainment brand in the world
• Sticky Lollies → #1 food & drink brand on Facebook
• Outback Boys → #1 First Nations creator brand in Australia
• 44B+ views and counting | 150M+ followers across network | 15K+ videos produced | 6T+ Minutes of Watch Time

The Role

As the Operations & Projects Coordinator, you will play a critical role in supporting the Director of Strategy & Content, the CEO, and the wider Executive Team. You will be responsible for delivering high-quality project coordination, operational support, and executive assistance that drives business innovation and efficiencies, maintains strong reporting and organisational rigour, and enables the CEO and leadership team to operate effectively and strategically across the business

A Day In The Life:

• Work alongside the Director of Strategy & Content to coordinate and execute special projects across areas such as brand integrations, partnerships, operational initiatives and AI innovation.
• Manage and maintain dashboards, trackers, and reporting systems across Monday.com, Google Sheets, and Google Workspace.
• Support operational processes and business systems, including maintaining and optimising performance tracking and reporting tools.
• Assist in the implementation and maintenance of automations and workflow efficiencies across scheduling, reporting, and internal operational tools.
• Deliver executive assistance support to the CEO and Director of Strategy & Content, including inbox and calendar management, meeting coordination, and administrative support.
• Prepare agendas, documents, templates, and meeting notes, while supporting forward planning and follow-up actions.
• Coordinate travel arrangements, itineraries, schedules, and logistics for the Executive Team where required.
• Manage correspondence, schedule meetings, and follow up on action items to support internal stakeholders and external client relationships.

What You’ll Bring to the Team:

• 2 - 4 years experience in an operations, project coordination, executive assistant, team coordination, or administrative support role.
• Advanced proficiency and confidence using Google Workspace, Monday.com, Slack, and Excel/Google Sheets, including the ability to build and maintain spreadsheets, use formulas and reporting functions, manage dashboards and trackers, and work efficiently across operational systems and workflows
• High attention to detail and strong written and verbal communication skills, with the ability to communicate professionally across all levels of a business.
• Curious and interested in emerging technologies, systems, automations, and AI tools, with a willingness to learn, adapt, and identify opportunities to improve operational efficiency and workflows
• Highly adaptable and comfortable working in a dynamic, evolving environment where priorities may shift
• High level of professionalism, sound judgement, and discretion when managing sensitive or confidential information
• Proactive, solutions-focused mindset with the ability to anticipate needs and take initiative

What You’ll Get at Totem:

• Remote-first flexibility - work from home, a WeWork, or wherever you do your best work
• Totem perks - including flexi public holidays, Birthday Leave, December “Merry Fridays” and more
• Employee Assistance Program - free, confidential support for you and your family
• A small but exceptional global team - collaborative, supportive, and energised by a start-up environment
• Ongoing development - access to training, mentorship, and a strong learning culture focused on your growth
• Regular team events - both in-person and virtual, to stay connected wherever you are.

This is a fully remote (WFH) position open to Australian-based candidates with full and unrestricted working rights_._

If you're excited by the opportunity to work alongside a high-performing executive team in a collaborative, evolving, and forward-thinking environment, we’d love to hear from you!