Marketing & Administrative Assistant to CRO (Open to Bay Area, Houston, and Calgary Alberta)

About CruxOCM CruxOCM is THE go-to automation company for heavy industry. We're backed by venture capital and are shaking things up in the energy sector. Control room operators deserve the best tools to do their jobs safely and efficiently. And let's not forget about minimizing environmental impact and maximizing revenue! If pilots have autopilot software, why can't control room operators have something similar?

About the Role We’re looking for a highly organized, execution-oriented Marketing & Executive Operations Coordinator to support both our marketing initiatives and the operational execution that keeps the business moving. This position is open in San Francisco, Bay Area / Houston, Texas / Alberta, Calgary.  

This is a highly cross-functional role that combines field marketing, executive support, sales operations, and business coordination. You’ll own the details that ensure projects are delivered on time—from planning conferences and customer events to supporting executive priorities, maintaining CRM data, coordinating cross-functional initiatives, and improving internal processes.

You’ll work closely with leadership, marketing, sales, customers, and external partners to ensure every project is executed with excellence. This is an ideal opportunity for someone early in their career who enjoys wearing multiple hats, thrives in a fast-paced startup environment, and loves bringing structure to complex work.

This role would support our CRO and Chief of Staff.

What You'll Own Field Marketing & Conferences

• Research and maintain a calendar of relevant industry conferences, trade shows, customer events, and speaking opportunities.

• Manage end-to-end conference planning, including registrations, sponsorships, exhibitor applications, budgets, timelines, travel, shipping, booth logistics, signage, collateral, giveaways, and on-site schedules.

• Coordinate speaking opportunities by drafting and submitting abstracts, securing approvals, and managing speaker bios, presentation materials, and organizer requirements.

• Coordinate booth staffing, meeting schedules, lead capture, customer engagement plans, executive meetings, partner events, and customer dinners surrounding conferences.

• Support development and execution of event marketing assets, including presentations, booth graphics, invitations, one-pagers, email campaigns, social media content, and pre-event attendee outreach.

• Ensure post-event follow-up by routing leads, documenting meeting outcomes, and preparing reports on attendance, and recommendations.

Marketing & Sales Operations

• Maintain accurate CRM data, including contacts, companies, lifecycle stages, campaign attribution, lead sources, and data hygiene.

• Build, segment, import, and maintain prospect and customer lists while supporting lead routing, campaign tracking, reporting, and attribution.

• Maintain Marketing event calendars, project trackers, documentation, templates, and shared resources.

• Develop and improve repeatable processes for campaigns, events, CRM management, and cross-functional collaboration.

Executive Operations & Administration

• Provide executive support, including calendar management, scheduling, travel coordination, meeting logistics, and executive communications for our CRO and Chief of Staff.

• Prepare agendas, presentations, meeting notes, document decisions, and track action items through completion.

• Coordinate executive meetings, customer briefings, board preparation, assist our lead Chief of Staff with team off-sites, onboarding logistics, and other cross-functional business initiatives.

• Track marketing budgets, sponsorship expenses, invoices, purchase orders, vendor payments, and maintain strong relationships with vendors and consultants.

• Manage cross-functional projects, timelines, priorities, and stakeholder communications while proactively identifying process improvements and operational needs.

Qualifications You're Probably a Fit If You Have

• 2–3 years of experience in marketing, executive support, operations, project coordination, or a similar execution-focused role.

• Exceptional organizational and project management skills with strong attention to detail.

• Experience managing multiple priorities, deadlines, and stakeholders in a fast-paced environment.

• Excellent written and verbal communication skills, including drafting emails, presentations, event abstracts, and internal communications.

• Proficiency with Google Workspace, Microsoft Office, spreadsheets, project management tools, CRM platforms, and reporting dashboards.

• Ability to work independently while collaborating across distributed teams.

• Strong judgment, discretion, and professionalism when handling confidential information.

• A proactive, solutions-oriented mindset with a passion for improving processes.

• Comfort thriving in a fast-moving startup where priorities evolve quickly.

Bonus Points

• Experience supporting sales and marketing executives.

• Experience coordinating conferences, trade shows, sponsorships, or customer events.

• Experience with HubSpot or other CRM platforms.

• Experience building scalable operational processes in a growing startup.