Ashley Alexander — Marketing Coordinator

The application questions

Describe the largest set of in-flight work you have personally kept moving on a board or project tracker. Name the tool, how many items were active at once, and how you knew each day which ones were stuck.

The largest is a content production system I designed, built, and manage for a client agency. Each client records an interview monthly or bimonthly depending on their package, and every recording moves through onboarding, scheduling, recording, production, editing, review, and delivery, plus short-form video for clients on that add-on. At peak, 30+ clients move through it each month, with new clients arriving from sales calls constantly, so at any moment everyone is at a different stage.

In the first version I built in ClickUp and Zapier, every client's work carried a status and a due date, and I swept the board daily for anything approaching its due date without moving, then chased it before it slipped. I've since worked with the founder to rebuild the system in Claude with a bot at every stage, so the bots now spot stalls and manage the alerts and follow-ups, internal and external, with humans overseeing it.

Give us a number you personally owned and moved, related to throughput, on-time delivery, or data accuracy. What was it when you took over, what did it become, and what did you change?

When I came in, that agency ran on a new spreadsheet for every client every month plus separate documents for nearly every deliverable. With that many sources of truth, mistakes and dropped balls were constant. I replaced all of it with a single ClickUp system fed by Zapier automations, which took us to one source of truth and cut the manual administration substantially. I then worked with the founder to rebuild it in Claude with a bot at every stage handling status tracking, stall detection, and follow-ups.

Nobody was tracking hours before, so this is my honest estimate rather than a measured figure: roughly four hours per client per month down to about one, with editing now the only real hands-on work left. Across 30+ clients a month, that's most of a full-time workload returned to the team.

The documents

Cover letter

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Dear Callan,

You built a company where AI handles the repeatable and humans drive the irreplaceable, and wrote a job for a human whose entire purpose is keeping the production board honest. That is the operating model I've been using for years: Automate what should be automated. Build systems around what repeats. Then keep humans where judgment, context, communication, and the ability to notice that one thing is about to break the whole machine actually matter.

That is why this Marketing Coordinator seat immediately felt familiar to me.

For the last ten years, I've run a marketing and operations consultancy, and one of the systems I'm proudest of is a content production pipeline I designed and built for a client agency.

When I came in, the team created a new spreadsheet for every client every month, plus separate documents for nearly every deliverable. With 30+ clients moving through onboarding, scheduling, recording, production, editing, review, and delivery at different stages, dropped balls were almost inevitable.

I mapped the entire workflow and rebuilt the operation into a single ClickUp system with Zapier automations feeding it, giving the team one source of truth for every client and every stage. More recently, I worked with the founder to evolve that system again using Claude, with AI agents helping manage status tracking, stall detection, alerts, and internal and external follow-up.

Nobody tracked hours before the original rebuild, so I'm careful not to pretend we have precision we don't. But based on the workload before and after, we estimate the time required per client fell from roughly four hours a month to about one, with editing now accounting for most of the remaining hands-on work.

Before entrepreneurship, I spent nearly a decade in corporate finance running reconciliations and month-end close… which, it turns out, is excellent professional training for meticulous attention to detail, and is a quality that is deeply embedded within me. The instinct that catches a reconciliation error is the same one that notices the missing tag, mistyped ad ID, overdue handoff, or card that has quietly been sitting in Review too long.

What I especially love about this role is that you are not looking for someone to politely maintain a task list. You're looking for someone who notices the bottleneck, figures out what needs to happen next, follows up without making people hate being followed up with, and keeps the system trustworthy enough that everyone else can do their best work… And that's the kind of work I naturally take ownership of.

After years of running many different systems and pipelines across many different clients, I would love the opportunity to bring that breadth into one team and one mission… especially one building at the intersection of business, systems, and AI.

And if I can make you and the Director of Growth stop thinking about whether the board is moving because you know I have it, I would consider that a very good first 30 days!

I would love to be part of The Uncommon Business team and truly appreciate your consideration!! Thank you so much for your time.