Executive Assistant to the President/CEO

Job Summary:

We’re seeking a detail-oriented, proactive Executive Assistant to support the President and the Operations Manager of a growing small business, with a focus on business planning support, service operations and marketing coordination. This role is ideal for someone who thrives in a fast-paced environment, wears multiple hats, and can seamlessly move between administrative tasks and strategic support.

As the right-hand support to the President and Operation Managers, you’ll help manage schedules, internal and external communications, project timelines, and department coordination—particularly across our company planning, service support and marketing functions. Your ability to stay organized, prioritize tasks, and anticipate needs will be essential to keeping the business running smoothly and helping the managers stay focused on growth and leadership.

Key Responsibilities:

Executive Support

• Manage calendar, meetings, appointments, and organizational logistics
• Handle email inbox management, including drafting, replying, and flagging priority communications
• Prepare meeting agendas, take notes, and track follow-up actions
• Maintain confidentiality and professionalism at all times
• Prepare, document and organize top level standard operational procedures

Service Operations Support

• Assist in tracking client deliverables, timelines, and service KPIs
• Coordinate between the manager, QA, and internal teams to ensure alignment and execution
• Follow up on tasks related to client communication, onboarding, and quality control
• Help organize internal documentation and SOPs for service workflows

Marketing Coordination

• Support execution of marketing campaigns (e.g., email, social media, content calendar management)
• Help coordinate activity and timelines with vendors, freelancers, or marketing contractors
• Track deadlines, gather materials, and manage follow-ups for ongoing marketing projects
• Proofread and first cut format marketing content as needed
• Prepare, document and organize market and sales operational procedures / systems.

General Operations

• Help with internal processes to improve operation efficiencies and support light HR tasks
• Conduct research, compile reports, or create presentations to support strategic initiatives
• Act as a gatekeeper and problem-solver to keep the managers focus on high-priority work

Qualifications:

• 2 years of experience in an Executive Assistant, Marketing Coordinator, or Operations Support role
• Strong organizational, multitasking, and time management skills
• Excellent verbal and written communication
• Familiarity with production-based businesses and basic marketing concepts
• Tech-savvy: Proficient with Microsoft office products, MS365, CRM, Teams, Zoom, marketing tools and project/task management platforms.
• High attention to detail and ability to handle sensitive information with discretion
• A flexible, can-do attitude with a willingness to jump in wherever needed

What You’ll Gain:

• A behind-the-scenes view of how a small business runs and grows
• The opportunity to work closely with leadership and influence key parts of the business
• A varied and engaging day-to-day experience that blends admin, marketing, and operations
• Room to grow into new responsibilities as the business evolves

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Experience:

• Executive administrative support: 2 years (Preferred)

Work Location: In person

Salary : $55,000 - $65,000