Executive Assistant for Digital Marketing Agency

About Vysta

Vysta Paid Media Group is a Google & YouTube Ads agency. We run high-velocity accounts and hold ourselves to expert standards—clear thinking, fast execution, and measurable results. We’re tightening our internal systems and looking for an Executive Assistant who thrives in an agency environment and turns plans into action.

The Opportunity

You’ll be the right hand to leadership and the heartbeat of day-to-day operations. Your job is to keep calendars, projects, documentation, and communications tight—so our strategists and media buyers can stay focused on performance.

What You’ll Do

• Executive support: Own calendars, inboxes, travel, and meeting prep; capture decisions, owners, and deadlines.
• Turn strategy into execution: Convert discussions into ClickUp tasks, owners, due dates, and follow-ups. Close loops.
• Documentation & SOPs: Build, update, and enforce SOPs for client onboarding, reporting, QA, and internal workflows.
• Project coordination: Drive weekly ops checklists, track deliverables, and unblock teams across time zones.
• Reporting cadence: Coordinate weekly account and agency scorecards; ensure numbers are accurate and on time.
• Hiring & onboarding: Schedule candidates, coordinate assessments, and set up new-hire checklists and training.
• Client coordination: Help schedule reviews, prepare agendas, and send concise summaries with action items.
• Process improvement: Spot bottlenecks, propose fixes, and implement simple automations.

Success Looks Like (90 Days)

• Clean executive calendars and predictable meeting rhythms.
• ClickUp reflects reality: every decision → task → owner → deadline.
• Up-to-date SOP library for onboarding, reporting, and QA.
• Weekly reports delivered on time with zero chasing.

Requirements

• Agency background is required: 4+ years as an EA/Operations Coordinator at a marketing/advertising agency.
• Project management fluency: ClickUp (or Asana/Jira), recurring cadences, dependencies, and follow-ups.
• Excellent written English: Clear, concise emails and docs; strong meeting notes.
• Toolstack: Google Workspace, ClickUp, Slack, Loom, Google Sheets/Excel (comfortable with formulas).
• Ads literacy: Understand terms like ROAS, CPA, conversion value; comfortable reading dashboards.
• Ownership & judgment: You anticipate needs, act with authority, and protect executive time.
• Time zones: Reliable overlap with IST plus 2–3 hours of US Eastern overlap when needed.

Nice to Have

• Experience with Looker Studio, Hyros, Notion/Confluence, Calendly, Zapier/Make.
• Prior support of media buying or analytics teams.