Ad Operations Coordinator

Impact Theory explores the ideas, strategies, and mindsets shaping the future of business, finance, politics, culture, economics and global affairs. Hosted by entrepreneur and co-founder Tom Bilyeu, the show features in-depth conversations with world-class thinkers focused on building resilience, critical thinking, and long-term success in a rapidly changing world.
Women of Impact is a leading personal growth show hosted by entrepreneur and advocate Lisa Bilyeu. Through candid, actionable conversations with experts and cultural leaders, the show tackles relationships, confidence, mental health, and identity—helping women develop the skills, boundaries, and self-belief needed to thrive personally and professionally.

The Ad Ops Coordinator executes advertising campaigns across podcasts, YouTube, and digital platforms including Impact Theory, Women of Impact, and Mayim Bialik's Breakdown. You'll run campaign setup, creative delivery, QA, reporting, and billing verification day-to-day, owning the workflow for most campaigns while partnering with senior team members on escalations and process design.

This is a strong fit for someone with a few years of operations or project coordination experience who's ready to step into more ownership. Prior ad ops experience is a plus but not required. If you've managed complex workflows across multiple stakeholders and held deadlines in a low-error environment, you can succeed here.

Ad Campaign Execution

• Run trafficking and execution for podcast and YouTube ad campaigns end-to-end.
• Manage campaign setup, launches, and troubleshooting across platforms (including Megaphone and Flightpath, or similar systems).
• Coordinate creative asset intake, talking points, approvals, and delivery timelines with internal teams and external partners.

Quality Control and Compliance

• Perform QA on ad placement, timing, tracking, and platform requirements, and help refine QA standards over time.
• Ensure paid placements, host reads, and integrations align with FTC and platform guidelines.
• Catch issues early, resolve straightforward ones directly, and escalate complex problems with a clear recommendation.

Operations and Reporting

• Maintain tracking systems (Monday boards and internal docs) so delivery and campaign status are always current.
• Produce weekly and end-of-campaign reports covering delivery metrics, risks, and notes.
• Monitor delivery and performance trends and surface issues to Production and Partnerships before they escalate.

Billing and Delivery Verification

• Own monthly billing reconciliation and delivery verification for your campaigns.
• Prepare documentation and reporting used by Finance and advertiser partners.

Cross-Functional Alignment

• Serve as a day-to-day point of contact for Partnerships, Production, and Finance on ad operations questions.
• Communicate proactively when timelines, assets, or approvals are at risk.
• Follow and help improve trafficking workflows, SOPs, and advertiser requirements.

Must-Have Experience

• 2–4 years of experience in operations, project coordination, project management, or workflow coordination.
• Strong organizational and project management skills, including timeline ownership, prioritization, and stakeholder communication.
• High attention to detail and comfort operating in low-error environments with QA checklists and processes.
• Solid reporting and spreadsheet skills (Excel or Google Sheets) — able to validate delivery, investigate discrepancies, and produce clear summaries.
• Ability to learn new systems quickly and troubleshoot process or delivery issues.
• Interest or experience in digital media, podcasts, or YouTube advertising is a plus, but not required.
• Ability to work onsite, Monday through Friday at our West Hollywood location.

Physical Requirements

• Prolonged periods working at a desk, using a computer, and reviewing content on screens.
• Ability to maintain concentration and attention to detail for extended periods.

• Salaried at $87,000 - $112,000 USD per year
• Competitive medical, dental, and vision insurance plans.
• Life insurance and 401(k) retirement plan.
• Flexible 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.

Equal Employment Opportunity Statement

Impact Theory is an equal opportunity employer and is committed to fostering an inclusive and diverse workplace. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, marital status, veteran status, or any other protected characteristic under applicable laws. All employment decisions are based on qualifications, merit, and business needs.

California Compliance Notice

As required by California law, Impact Theory provides reasonable accommodations for qualified individuals with disabilities.

Note: This job description is intended to outline the general nature and level of work performed in this role. Responsibilities, duties, and activities may evolve over time at the company’s discretion.