Executive Assistant

Summary

Join our team as a proactive and highly organized Executive Assistant (EA) supporting a Founder and CEO in the advertising industry. You will streamline operations, improve efficiency, and ensure smooth day-to-day management as the business expands. Key responsibilities include handling phone calls, scheduling appointments, managing email communications, maintaining the CRM (HubSpot), and assisting with administrative tasks. This full-time, remote role demands independence, attention to detail, and strong organizational skills. The ideal candidate will have 3+ years of experience as an EA or in a similar role, proficiency in HubSpot and other project management tools, and excellent communication skills. The position offers opportunities for professional development, 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