Case studies Mail Waves
Mail WavesMail Waves needed a Klaviyo Specialist fast. The role came in as two identical seats.
A hire under time pressure, a brief that described two different jobs, and an account that came back for three more roles.
Why the hire mattered
Mail Waves runs email and retention programs for eCommerce and DTC brands from Bucharest. It's a small, founder-led team where one Klaviyo seat carries a lot of client work.
The founder needed the seat filled quickly. The agency came to us through a referral.
What was unclear at the start
The request arrived as two identical Email Marketing Specialist seats. Read against the actual work, it described two different jobs.
On the scoping call on February 24, 2026 we split it into a Klaviyo Specialist and a Client Success Manager, settled the pay range against market evidence, fixed the reporting lines, and agreed where to search.
What we did
On February 25 we delivered the role profile, the job map, and the pay benchmark. By March 5 the hiring blueprint, sourcing strategy, job ad, outreach templates, and Job Deck were in the founder's hands. Sourcing opened the week of March 2.
The founder co-designed the Work Simulation with us on March 11. It ran live on a real client account and scored candidates against the five dimensions the role profile had defined. Candidates were paid for the work.
The decision
The candidate the founder chose reached the shortlist on April 27, 2026 and interviewed with the founder the same day. The offer was accepted, and the new Klaviyo Specialist started on May 11.
The 120-day replacement window closed on September 8, 2026 with the hire in role.
What happened next
The paired Client Success Manager hire didn't hold. The accepted candidate withdrew after a few days in May. We reopened that search under the replacement guarantee at no additional fee, and in July the founder re-scoped it around the work the team actually needed.
The account kept going. A second Klaviyo Specialist search opened in May 2026 and an offer was accepted in September. An Email Copywriter search was built in July, and the founder confirmed that placement at the end of August.
What we don't know yet
Four roles have been activated on this account and three have been filled. We don't yet have twelve months of tenure on any of them, so we're not claiming retention. When we do, it will be dated.