Executive Assistant

Our client is a team of creative and energetic problem solvers who love nothing more than to help brands and individuals powerfully connect to their consumers by utilizing the power of social media. In other words, They help brands Decode Culture to Activate Fandoms on social media.

The Executive Assistant will work closely with the President or Founder/CEO to manage daily priorities, streamline communication, and ensure efficiency in scheduling and operations. This role requires a mix of administrative excellence, discretion, and adaptability to anticipate and respond to needs effectively.

Location: Apollo Beach/Tampa Area (President) hybrid/remote with weekly in-person requirements

Status: $30/hour Part-Time (20-25 hours a week)

Essential Functions

The Executive Assistant (EA) will operate as integral support for a key executive leader within an agile and fast-paced social media marketing agency.

• Calendar Management: Coordinate and optimize the President's calendar, scheduling meetings and appointments, prioritizing tasks, and ensuring smooth daily operations.
• Communication: Act as a liaison between the President and internal/external stakeholders, drafting and responding to emails and Slacks, and maintaining clear lines of communication.
• Meeting Preparation: Prepare agendas, take meeting notes, and manage follow-ups to ensure alignment and progress on key initiatives.
• Travel Coordination: Plan and book travel arrangements, including flights, accommodations, and itineraries, ensuring cost-effectiveness and efficiency.
• Expense Management: Track, organize, and submit expense reports, ensuring accuracy and timely reconciliation.
• Project Support: Assist with special projects, research, and presentations as needed, ensuring timely delivery and attention to detail.
• Office Coordination: Support office-related needs, such as organizing events, managing supplies, or liaising with vendors, particularly during office build-out phases or relocations.
• Confidentiality: Handle sensitive information with the utmost discretion and professionalism.
• Other Duties: Perform additional tasks as needed to support the President or CEO and contribute to the agency's success. Provide occasional assistance to other Senior Leadership Team members, ensuring alignment and efficiency across executive priorities.
  
  

Key Qualities

• Proactive Problem Solver: Quick to understand the problem and address challenges with creative, practical solutions.
• Multitasker: Comfortable juggling multiple responsibilities with efficiency and grace while proactively prioritizing the work at hand.
• Detail-Oriented: Catch the little things that make a big difference.
• Proactive: Always a step ahead, anticipating needs before they arise.
• Collaborative: A people person who thrives in a team-focused environment.
  
  

This role will also include errands such as pick-ups, drop-offs, and other on and offsite tasks, so reliable transportation is required.

Experience

Skills, Knowledge and Expertise

• 3 years of executive assistant or related administrative support experience, preferably in a fast-paced or creative industry.
  
  

Skills

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficient in productivity tools such as Slack, Microsoft Office, Google Workspace, Zoom, PPT, Keynote and task management platforms (e.g., Asana, Trello).
  
  

Attributes

• Trustworthy and reliable, with the ability to handle confidential information.
• Proactive problem-solver who anticipates needs and proposes solutions.
• Adaptable and resourceful, thriving in dynamic environments.