• Provide primary administrative and operational support to two Vice Presidents • Manage email and calendar activity across two separate Microsoft O365 tenants • Prepare Word, Excel, and PowerPoint presentations, agendas, reports • Arrange travel and prepare expense reports

• Manage executive calendars, scheduling meetings, and coordinating across time zones • Handle inbox management, email triage, and follow-ups on behalf of leadership • Prepare agendas, meeting notes, summaries, and action items • Assist with document creation, data entry, reporting, and light research • Coordinate internal workflows, reminders, and task follow-through • Support operational projects, special initiatives, and ad-hoc requests • Maintain confidentiality and handle sensitive information with discretion

Role Description 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 - Client onboarding 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 thrive in fast-paced environments and get satisfaction from keeping things airtight, keep reading. 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 Qualifications - 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: - Your updated resume - 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. Application Process Overview Our comprehensive selection process ensures we find the right fit for both you and our clients: - Initial Application - Submit your application and complete our prequalifying questions - Video Introduction - Record a video introduction to showcase your communication skills and work experience - Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable) - Recruitment Interview - Initial screening with our talent team - Executive Interview - Meet with senior leadership to discuss role alignment - Client Interview - Final interview with the client team you'd be supporting - Background & Reference Check - Professional reference verification - 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.

• Assist with formatting and organizing travel itineraries in Travel Joy • Track client trip details, suppliers, and timelines • Assist with confirming reservations and communicating with suppliers when needed • Maintain spreadsheets tracking clients, bookings, and suppliers • Organize digital files and documentation • Document processes and workflows for repeat tasks • Schedule and format posts using Canva • Assist with newsletter creation and distribution • Organize photo libraries and travel content • Prepare basic social media captions and drafts • Maintain organized folders in Google Drive • Update spreadsheets in Google Sheets • Assist with email newsletters using Flodesk