Offer summary

Qualifications:

3+ years of experience as an Executive Assistant or similar role., Strong experience in phone and email management, calendar coordination, and CRM data entry., Proficiency in HubSpot and project management tools like ClickUp, Jira, or Trello., Excellent written and verbal communication skills with strong organizational abilities..

Key responsabilities:

Handle incoming calls and manage call logs for timely responses.

Organize and schedule meetings while keeping the executive informed of appointments.

Oversee email communications, draft messages, and prioritize key inbox items.

Assist with administrative tasks, including document organization and light bookkeeping.

Job description

We are seeking a proactive and highly organized Executive Assistant (EA) to support a Founder and CEO in the advertising industry. This role is ideal for someone who excels at task delegation, scheduling, CRM management, and communication. You will play a key role in streamlining operations, improving efficiency, and ensuring smooth day-to-day management as the business expands.

As an EA, you will be responsible for handling phone calls, scheduling appointments, managing email communications, maintaining the CRM (HubSpot), and assisting with administrative tasks to optimize the executive’s time and productivity. This is a full-time, remote role requiring a high level of independence, attention to detail, and strong organizational skills.

Job Title: Full-Time Executive Assistant

Location: Remote

Job Type: Full-Time

Salary: 800 to 1,500 USD

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
Technical Requirements: Reliable high-speed internet, a modern laptop with a multi-core processor, and a noise-canceling headset.

Key Responsibilities

Phone & Call Management: Handle incoming calls, ensure timely responses, and manage call logs.
Scheduling & Calendar Management: Organize and schedule meetings and keep the executive informed of upcoming appointments.
Email & Communication Management: Oversee inbox triage, draft and review emails, and maintain a system for prioritizing key messages.
CRM Management: Update and maintain HubSpot.
Administrative Support: Assist with document organization, mail management, and basic reporting.
Bookkeeping & Reporting: Support with light bookkeeping tasks, and invoice tracking.
Process Optimization: Help establish efficient workflows and implement best practices for managing executive responsibilities.
Project Coordination: Support business growth by coordinating initiatives, tracking key tasks, and ensuring deadlines are met.