Executive Assistant

Job Title: Executive Assistant (Project Management Experience)

Work Hours: 9 am - 5 pm PST

Compensation: $5-6 per hour ($800-960 per month)

Department: Content Team

Reports to: Founders, CEO/CCO, Director of Operations

About Us

Our client is a marketing agency. Our distributed content team spans across the United States, collaborating to produce innovative digital content that drives engagement and cultural conversations.

Position Overview

Seeking a proactive Executive Assistant with Project Management/Coordination experience (30% of role). You will manage operational coordination, project delivery, and support strategic initiatives, ensuring efficient project timelines, cross-functional team collaboration, and professional discretion.

Key Responsibilities

Project Operations & Coordination

• Scheduling: Manage project timelines, meetings, and calls across time zones.
• Stakeholder Management: Organize Zoom meetings, recurring check-ins, and ensure participant access.
• Daily Coordination: Send project updates, confirm meetings with stakeholders.
• Communication: Oversee project emails, draft correspondence.
• Logistics: Coordinate travel for meetings, presentations, and production.
• Support: Handle meeting logistics, resource planning, and administrative tasks.

Account/Project Management Support

• Financials: Assist with project budget tracking.
• Reporting: Provide weekly project status updates.
• Contracts: Manage project contracts, NDAs, and agreements.
• Invoicing: Process invoices and coordinate with accounting.

Content Project Operations

• Production: Support content production workflows in an "idea-first" environment.
• Logistics: Schedule and coordinate with photographers/directors.
• Onboarding: Manage new resource onboarding and project documentation.
• Cross-functional Support: Aid all project phases (research, ideation, production, media).
• Documentation: Attend meetings, maintain records, and distribute notes.

Team Culture & Engagement

• Celebrations: Organize recognition and milestone calls.
• Team Building: Coordinate engagement activities for morale.
• Check-ins: Facilitate communication between teams and leads.

Business Development & Client Relations

• New Business: Support follow-ups and capability presentations.
• Client Communication: Draft brand-consistent project communications.
• Research: Assist with research and document organization.

Strategic Initiatives

• Special Projects: Support strategic projects from conception to delivery.
• Process Optimization: Identify inefficiencies, develop improvements using AI tools.
• Vendor Coordination: Manage external partner relationships.
• Organizational Support: Provide insights on team performance and culture.
• Flexible Support: Adapt to diverse project and departmental needs.

Required Qualifications

Essential Experience

• 1-2+ years as an Executive Assistant coordinating complex projects for senior leadership.
• 1+ years in Project Management/Coordination, managing workflows and deliverables.
• Extensive C-suite collaboration with discretion and strategic support.
• Expertise in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Meet).
• Mastery in coordinating complex meetings and virtual check-ins.
• Excellent project timeline management and resource allocation.

Technical Skills

• Proficiency with AI tools (ChatGPT, Claude) and project tools (Asana, Slack, Trello, Notion).
• Experience with communication platforms (Slack, Microsoft Teams).
• Basic knowledge of media content workflows and digital asset management.

Core Competencies

• Native-level English fluency in written/verbal communication.
• Strong writing for professional correspondence and content.
• Proactive problem-solving and independent issue resolution.
• High attention to detail and commitment to quality.
• Cultural awareness of Gen Z and digital content trends.
• Professional discretion and confidentiality.

Preferred Qualifications

• Experience in digital content, social media, marketing, or entertainment.
• Remote team coordination across time zones.
• Budget tracking and financial reporting experience.
• Familiarity with CRM systems.

To be considered for this position, applicants must:

1. Submit a comprehensive resume highlighting relevant executive assistant and project management experience
2. Include a 1-2 min video response sharing your experience in executive assistance and project management/coordination, and AI Tools & Technology.