Executive Assistant - Marketing Agency Executive

Position Overview:
We are seeking a highly organized and proactive Executive Assistant to support our leadership team. This role requires exceptional attention to detail, strong communication skills, and the ability to juggle multiple priorities. The ideal candidate will be tech-savvy, familiar with tools like ClickUp, HighLevel CRM, and Google Suite, and comfortable managing both administrative and operational tasks in a fully remote work environment.

Key Responsibilities:

Administrative Support:

Manage schedules, calendars, and appointments, ensuring efficient time management using Google Calendar and HighLevel CRM.
Prepare meeting agendas, take minutes, and track follow-up action items.
Coordinate travel arrangements, including transportation, accommodations, and detailed itineraries.
Communication Management:

Screen and manage incoming communications (emails, phone calls, and messages), prioritizing and responding when appropriate.
Draft, edit, and organize professional correspondence, reports, and presentations using Google Docs and Slides.
Communicate and coordinate with team members, clients, and vendors via HighLevel CRM and email.
Project Coordination:

Assist in planning and managing projects using ClickUp, ensuring deadlines are met and stakeholders are informed.
Track project progress, provide updates, and coordinate team efforts.
Liaise with internal teams and external partners to gather required information and ensure smooth operations.
Operational Efficiency:

Maintain and improve digital filing systems, including HighLevel CRM and Google Drive.
Handle expense tracking, invoices, and budget-related tasks.
Proactively identify opportunities to optimize workflows and processes using ClickUp and Google Suite.
Event Planning:

Organize and coordinate meetings, events, and team engagements, handling logistics, materials preparation, and catering.
Ensure seamless execution of executive-level meetings and external engagements.
Qualifications and Skills:

Proven experience as an Executive Assistant, Personal Assistant, or similar administrative role.
Proficiency in ClickUp, HighLevel CRM, and Google Suite (Docs, Sheets, Slides, Calendar, Drive).
Exceptional organizational and time-management skills with the ability to prioritize effectively.
Strong written and verbal communication skills.
Ability to handle confidential information with discretion.
Detail-oriented, proactive, and skilled at anticipating needs.
Tech-savvy with a keen ability to learn and adapt to new tools and systems.
Preferred Qualifications:

Experience with CRM management and project coordination.
Familiarity with project management best practices and tools.
Bachelor’s degree in Business Administration, Communications, or a related field.
Work Environment:
This is a fully remote position, offering flexibility to work from anywhere. Occasional virtual meetings may be required to ensure alignment with the team.

Benefits:

20 days of paid time off (PTO) annually.

Exceptional Communication: Strong written and verbal communication skills

Proficiency in Digital Marketing Tools: Familiarity with various digital marketing tools and platforms. (although we will train on the specifics)

Multitasking Ability: Able to manage multiple clients and project components concurrently.

Organizational Skills: Strong attention to detail and organizational abilities.

Self-Driven: Proactive and capable of taking initiative.

NZ Work Hours - We cover USA, Australia and New Zealand

Full-time role
Time tracking utilized
Serious applicants only
Apply using the keyword SUCCESS at contractorscale.com/career-olj