Executive Assistant to CEO

About Rubix

Rubix is a growth consultancy and marketing firm that operates as an extension of our clients’ teams—driving profitable revenue growth with data-driven insights, creative strategy, and personalized dashboards/reporting that reflect the inner workings of each business we work with. We specialize in performance marketing, full-funnel paid acquisition, and strategic brand growth.

We are not a traditional agency. We work closely with brands to optimize their digital presence, media spend, and performance marketing strategies while focusing on high-impact, sustainable growth solutions. Our team is lean, fast-moving, and highly collaborative.

About The Role

We are looking for an experienced Executive Assistant to support the CEO by freeing up his time from administrative tasks, ensuring operational efficiency, and keeping critical business processes moving forward. The ideal candidate will have experience supporting a CEO at a U.S.-based advertising, performance marketing, or growth consultancy firm (ideally one with fewer than 20 employees).

This role requires high emotional intelligence (EQ), strong organization, proactive problem-solving, and exceptional attention to detail. You’ll work across finance, legal, operations, and team coordination—helping hold people accountable and making sure the CEO’s focus is where it needs to be.

Key Responsibilities

• Inbox & Prioritization: Review and summarize emails daily, flagging key action items and helping to manage follow-ups.

• Administrative & Operational Support: Free up the CEO’s time by handling admin tasks, ensuring projects move forward, and maintaining accountability across teams.

• Finance & Legal Project Management: While we have a finance team and legal counsel, you will track and ensure execution of key financial and legal tasks (e.g., contract follow-ups, invoice tracking, payment approvals, ensuring finance and legal teams have what they need). No bookkeeping or direct legal work is required.

• Process Management: Ensure all business-critical processes are streamlined and that teams are executing key operational initiatives on time.

• Document Management: Proficiency in HelloSign (Dropbox Sign) for executing contracts, as well as experience handling NDAs, SOWs, and client agreements.

• Recruiting & Outreach: Support hiring efforts, job postings, LinkedIn outreach, and candidate screening to help build a high-caliber team.

• Tech Stack Management: Work with the CEO and broader team to manage and organize tools, including:

• Keeper (password management)

• GSuite (email, documents, and calendar)

• Rippling (moving to Gusto) (HR & payroll)

• ClickUp (task & project management)

Qualifications

• Prior experience as an EA to a CEO in a U.S.-based advertising agency, growth consultancy, or performance marketing firm (preferably in a lean, fast-paced environment).
• Strong project management skills—ability to keep things moving across legal, finance, and operational workstreams.
• Highly organized and detail-oriented—double-checks work and ensures quality in all tasks.
• Proactive mindset—finds problems before they arise and suggests solutions.
• High EQ & strong communication skills—can manage up, read a room, and interact effectively with different stakeholders.
• Direct communicator—tells things straight, even when delivering tough news.
• Experience managing finance and legal workflows—tracking invoices, ensuring payments go out, monitoring contract execution (without performing bookkeeping or legal work).
• Tech-savvy—comfortable with LinkedIn, HelloSign, and project management tools (ClickUp preferred).

Why Join Rubix?

• Be a key strategic partner to a fast-growing growth consultancy and marketing firm.
• Work directly with the CEO, gaining exposure to high-level strategy and decision-making.
• Make a real impact by improving operations and increasing efficiency.
• Flexible, remote-friendly work environment with a fast-moving, high-performance culture.