Reports To:Co-founder of a marketing agency & Chief Operating Officer of a platform for online auctions

About the Companies:

•Marketing Agency: We specialize in SEO, PPC, web design, and comprehensive marketing strategies for addiction treatment facilities. Our mission is to empower these facilities to reach and help more people in need.

•Online Auctions Platform: As a leading platform for online auctions, we support non-profits and organizations in raising funds efficiently and effectively.

Job Overview:

We are seeking a highly proactive, intelligent, and organized Executive Assistant to support a single executive who is the co-founder of a marketing agency and the COO of a platform for online auctions. The ideal candidate will excel in independently managing day-to-day operations, ensuring seamless communication across teams, and enhancing overall productivity through proactive problem-solving and strategic support.

Key Responsibilities:

Administrative Support:

• Manage and prioritize email correspondence, ensuring timely responses and flagging urgent matters.

• Schedule and coordinate meetings, appointments, and events, optimizing the executive’s calendar for maximum efficiency.

• Prepare and edit correspondence, communications, presentations, and other documents with high attention to detail.

• Conduct thorough research and compile comprehensive data for meetings, reports, and special projects.

Project Management:

• Track and manage various projects from inception to completion, ensuring timely delivery and adherence to deadlines.

• Monitor and update project management tools (i.e., ClickUp), keeping all stakeholders informed of project statuses.

• Coordinate with team members across both companies, proactively identifying potential roadblocks and finding solutions to keep projects on track.

Task Management:

• Maintain a detailed and prioritized task list for the executive, ensuring all responsibilities are accounted for and deadlines are met.

• Follow up on action items and reminders independently, ensuring timely completion without prompting.

Reporting and Analysis:

• Pull and analyze weekly and monthly KPI reports, budget, and revenue numbers, identifying trends and insights.

• Prepare detailed summary reports for executive review, highlighting key metrics and areas for improvement.

• Assist in preparing financial reports, tracking expenses, and managing budgets with precision.

Communication and Liaison:

• Serve as the primary point of contact between the executive and internal/external stakeholders, managing communications efficiently.

• Facilitate clear and effective communication across teams to ensure alignment and understanding of objectives.

• Draft and send out communications on behalf of the executive, maintaining a professional tone and clarity.

Strategic Support:

• Assist with strategic planning and execution of company goals, contributing ideas and insights.

• Identify areas for process improvement and proactively suggest and implement actionable solutions.

• Provide support for special projects and initiatives, taking ownership and driving them to successful completion.

Personal Assistance:

• Handle personal tasks for the executive, including travel arrangements, personal appointments, and overseeing certain aspects of the executive’s home (e.g., cleaning and maintenance services), as needed.

• Manage personal commitments with the same level of efficiency and discretion as professional tasks.

Other Duties:

• Maintain confidentiality and handle sensitive information with the utmost discretion.

• Perform any other administrative tasks as assigned by the executive, adapting to changing needs and priorities.

Requirements

• Proven experience as an Executive Assistant or in a similar role, preferably in a remote work environment.
• Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills, with a professional demeanor.
• Strong proficiency in MS Office, Google Workspace, and project management software.
• Proactive mindset with a strong problem-solving attitude, capable of thinking independently and taking initiative.
• High level of discretion and confidentiality.
• Ability to adapt to new tools and technologies quickly.

Benefits

• Permanent work from home
• Immediate hiring
• Steady freelance job