Executive Assistant (Operations-Focused)

We're looking for a proactive and detail-oriented Executive Assistant to support the CEO of a fast-moving digital marketing agency. This role covers the full range of EA responsibilities — inbox and calendar management, CRM upkeep, legal documentation, and client onboarding — but it does not stop there. We want someone who thinks independently, takes initiative, and moves tasks forward without being nudged.

This is an early-career role built for someone who is hungry to learn, AI-curious, and wants to grow into broader operations and strategy work over time. If you need a lot of hand-holding, this is not the right fit. If you thrive in fast-paced environments and get satisfaction from keeping things airtight, keep reading.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you’re most productive
• Real growth path into operations and strategic responsibilities as you prove yourself
• Direct exposure to agency leadership, sales, and cross-functional projects from day one

What You'll Work On

Executive Support

• Manage the CEO's inbox and calendar, prioritizing what matters and filtering out what does not
• Draft and send routine correspondence independently without waiting to be told
• Track open follow-ups across conversations and commitments and make sure nothing gets dropped

CRM and Sales Support

• Maintain HubSpot with clean, accurate pipeline and contact records
• Support client onboarding documentation and coordinate handoffs
• Track sales stages and keep data updated without being asked

Documentation and Contracts

• Draft MSAs, NDAs, and basic agreements using established templates
• Coordinate signature collection and maintain organized, accessible contract records
• Flag anything that needs legal review before it moves forward

Operations and Strategy Projects

• Research vendors, tools, and processes and deliver clear, actionable recommendations
• Support project coordination across marketing, sales, and operations as needed
• Help identify and implement workflow improvements using AI and automation tools
• Take on discrete strategy projects as they arise and own them from brief to completion

What You Bring

• 2+ years of experience in a high-level executive assistant, chief of staff, or equivalent role
• Proven track record supporting a senior executive or founder in a fast-paced environment
• Excellent written and spoken English, C2 level
• Availability to work EST hours
• Strong organizational skills and genuine attention to detail
• Comfort working independently with minimal oversight
• Solid digital literacy and a willingness to learn new tools quickly
• Proactive mindset: you see what needs to happen and you do it

Nice to Have

• Experience with HubSpot or other CRM platforms
• Familiarity with automation tools such as Zapier or Notion
• Interest in AI that goes beyond basic ChatGPT use
• Prior experience in a startup, agency, or fast-paced remote environment

How to Apply

Please include:

1. Your updated resume
2. A short Loom video (1 to 2 minutes) introducing yourself, walking through your relevant experience, and describing a specific situation where you managed competing priorities or kept a complex process on track without being micromanaged

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you are organized, self-directed, and ready to learn operations from the inside of a fast-moving agency, this role gives you the access, the ownership, and the room to grow.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.