Wheelhouse 20 / 20, a dynamic full-service marketing agency based in Beaverton, Oregon, is seeking a highly organized, analytical, and detail-oriented Agency Operations Executive Support to work closely with our Director of Strategy. This multifaceted role combines executive administration, client coordination, scheduling, reporting, and chief-of-staff-like duties. We’re looking for someone with exceptional project management skills, a knack for getting things done, and the ability to communicate effectively with executive-level stakeholders.
Responsibilities
Executive Administration
- Provide direct administrative support to the Director of Strategy, ensuring seamless day-to-day operations.
- Manage and prioritize the Director’s calendar, including scheduling internal and external meetings with clients, teams, and partners.
- Draft, edit, and manage correspondence, presentations, and reports for internal and client-facing use.
- Anticipate needs and proactively manage tasks to ensure deadlines are met.
Client Coordination
Act, when needed, as a liaison between the Director of Strategy and clients, ensuring clear communication and prompt follow-up on tasks and deliverables.Coordinate client communications, including scheduling meetings, preparing agendas, and tracking action items.Support the preparation of client reports, presentations, and materials to ensure accuracy and alignment with project goals.Reporting & Analytics
Create, maintain, and distribute detailed reports on project progress, client performance metrics, and operational efficiencies.Analyze data to identify trends, insights, and areas for improvement, presenting actionable recommendations to the Director of Strategy.Maintain meticulous records of client projects, deliverables, and timelines, ensuring information is accurate and up to date.Project Management
Collaborate with internal teams to track the status of tasks and projects, ensuring timely delivery of high-quality work.Develop and maintain project timelines, workflows, and processes to ensure efficient operations.Serve as the "go-to" person to ensure tasks are completed, using a diplomatic and persuasive approach to motivate team members and keep projects on track.Chief of Staff Duties
Work alongside the Director of Strategy to prioritize and manage strategic initiatives, acting as a trusted partner in decision-making.Coordinate cross-functional efforts to align teams on key objectives and deadlines.Identify opportunities to streamline processes and improve organizational efficiency.Represent the Director of Strategy in meetings or communications as needed.Experience
3-5 years of administrative, project management, or client-facing experience.Experience supporting executive-level professionals and managing complex schedules.Background in marketing, consulting, or a fast-paced agency environment is a plus.Skills
Exceptional organizational skills with a meticulous attention to detail.Strong analytical skills and experience creating and interpreting data-driven reports.Proven ability to manage multiple projects and deadlines simultaneously.Excellent verbal and written communication skills, with experience interacting with senior executives and clients.Adept at using project management and collaboration tools (e.g., Asana, ClickUp, Slack).Proficiency in Microsoft Office Suite, Google Workspace, and reporting tools (e.g., Excel, Tableau).Personal Attributes
A proactive problem-solver who thrives in dynamic and fast-paced environments.Diplomatic and persuasive, with a talent for motivating others to meet deadlines and complete tasks.Highly professional, with strong interpersonal skills and the ability to manage sensitive information with discretion.A team player with a positive attitude and a commitment to excellence.Why Join Wheelhouse 20 / 20
At Wheelhouse 20 / 20, we are passionate about delivering exceptional marketing solutions that drive results for our clients. As part of our team, you’ll work alongside talented professionals in a collaborative and supportive environment. This role offers the opportunity to work closely with leadership, shape strategic initiatives, and make a meaningful impact on both the agency and our clients.
