Executive Assistant

Summary

Join our team as a proactive and highly organized Executive Assistant, providing comprehensive support to our Founder and CEO in the advertising industry. You will play a vital role in streamlining operations and ensuring smooth day-to-day management. Responsibilities include managing phone calls, scheduling, email communication, CRM maintenance (HubSpot), and administrative tasks. This full-time, remote position demands independence, attention to detail, and strong organizational skills. The ideal candidate will have 3+ years of experience in a similar role and proficiency in various project management and CRM tools. We offer a supportive team environment, learning and development opportunities, potential performance bonuses, and PTO.

Requirements

• 3+ years of experience as an Executive Assistant, Administrative Coordinator, or in a similar role
• Strong experience in phone and email management, calendar coordination, and CRM data entry
• Proficiency in HubSpot, ClickUp, Jira, Trello, or similar project management and CRM tools
• Excellent written and verbal communication skills
• Ability to take initiative, solve problems independently, and implement efficient workflows
• Strong organizational and time management skills
• Familiarity with basic bookkeeping and reporting
• Reliable high-speed internet, a modern laptop with a multi-core processor, and a noise-canceling headset

Responsibilities

• Handle incoming calls, ensure timely responses, and manage call logs
• Organize and schedule meetings and keep the executive informed of upcoming appointments
• Oversee inbox triage, draft and review emails, and maintain a system for prioritizing key messages
• Update and maintain HubSpot
• Assist with document organization, mail management, and basic reporting
• Support with light bookkeeping tasks, and invoice tracking
• Help establish efficient workflows and implement best practices for managing executive responsibilities
• Support business growth by coordinating initiatives, tracking key tasks, and ensuring deadlines are met

Preferred Qualifications

International experience

Benefits

• Opportunity to work remotely from anywhere
• Supportive and collaborative team environment
• Learning and development opportunities
• Potential Performance Bonuses
• PTO