Executive Assistant – Systems & Automation Focused

This is a structured job post for a high-level Executive Assistant (not a basic admin VA). This person must be systems-minded, a problem solver, and highly skilled in automation, data management, and workflow optimization. We need someone who identifies inefficiencies and fixes them before they become problems.

This is NOT just an administrative role. If you're only good at organizing files and answering emails, this is not for you. We are looking for someone who understands Google Sheets (advanced formulas, automations), CRM systems, Zapier, and workflow optimization tools. You will be responsible for creating efficient systems, tracking key metrics, and keeping operations streamlined.

Company Overview: At Agency Scaling, our mission is simple: help agency owners scale to seven figures and beyond through proven systems and world-class support. We provide the blueprint, resources, and coaching to accelerate growth without unnecessary complexity. Our team is built on high standards, extreme ownership, and a commitment to delivering real results.

Our Goal: To be the #1 coaching program for agency owners looking to scale their businesses to $1M+ per year using proven systems and support.

Position Overview:

We are looking for an experienced Executive Assistant who is meticulous, highly organized, and a problem solver.

This is a critical role that will help structure and optimize the backend of the company. You will work directly with the CEO, managing high-level administrative tasks, optimizing workflows, and ensuring that everything runs smoothly.

This role requires advanced knowledge of Google Sheets, automation tools, CRM systems, and high-level organization.

If you thrive in fast-paced environments, take ownership of tasks without being micromanaged, and love building efficient systems, this role is for you.

Key Responsibilities:

Administrative & Organizational Tasks

Inbox Management – Check and filter emails, flag urgent messages, draft responses.
Folder & File Organization – Maintain structured file systems in Google Drive.
Calendar Planning & Optimization (Perfect Week) – Manage the CEO’s calendar, ensuring the entire week is planned by Sunday night.

Operations & Process Management

Cold Outreach – Send cold emails & DMs for lead generation and recruiting.
Social Media & Community Management – Post daily on Facebook, Free Skool, and update Skool DMs.
Content Scheduling & Organization – Manage and schedule posts across platforms.
Podcast Clipping & Content Research – Identify and clip key Upgrade to see actual infonts from podcasts for repurposed content.

Advanced Google Sheets & Automation

Create & Maintain Company Trackers – Build Google Sheets with structured data, formulas, and automations.
Automate Processes – Use Zapier, Upgrade to see actual info, and other tools to streamline manual tasks.
Content Research & Analysis – Find high-performing YouTube videos, analyze them, and compile a content strategy.

High-Level Support & Accountability

Track Project Timelines & Completion – Ensure tasks have estimated completion times and track progress.
Direct Weekly Check-Ins – Have structured 1-on-1 check-ins with the CEO for alignment.
Identify Inefficiencies & Implement Solutions – Proactively find better ways to streamline operations.
Qualifications:

Highly Organized & Detail-Oriented – You track everything and ensure nothing slips through the cracks.
Self-Starter & Problem Solver – You take ownership and get things done without being micromanaged.
Advanced Google Sheets Skills – You understand formulas, logic, and automation.
Tech-Savvy & Fast Learner – You quickly adapt to new systems and optimize processes.
Excellent Communication & Writing Skills – You write professional emails and communicate clearly.
Ability to Prioritize & Handle Pressure – You can manage multiple tasks without getting overwhelmed.


Mandatory Platforms, Software and Skills Experience:

Google Sheets (Advanced Formulas, Automation, Data Structuring)
Zapier / Upgrade to see actual info (Process Optimization & Automation)
Slack (Daily Team Communication & Organization)
ClickUp / Asana (Project & Task Management)
Google Drive (File Organization & Collaboration)
Social Media Platforms (Facebook, Instagram, YouTube, Free Skool, LinkedIn, etc.)
Nice to Have Platforms, Software and Skills Experience:

Basic Graphic Design (Canva, Photoshop, or Figma)
Video Editing (Basic Podcast Clipping & Content Repurposing)
CRM & Sales Automation Experience (GoHighLevel, HubSpot, Pipedrive)
Compensation & Work Details:

Location: Fully Remote
Hours: Full-Time (Chicago CST Timezone)
Compensation: Based on experience & performance
Our Values (Core 8):

1. Extreme Ownership: We don’t complain—we solve. If you bring up a problem, you bring a solution with it. We take full responsibility for our work, our results, and our growth—no excuses.

2. Relentless Work Ethic: We don’t clock out when the timer hits zero. We finish the job, we deliver excellence, and we never half-ass anything.

3. Intelligence & Initiative: Common sense is the baseline, not a bonus. We think ahead, ask smart questions, and make decisions with logic, not just emotions.

4. Open-Minded, But Coachable: Ego kills growth. We don’t pretend to know it all—we learn fast, adapt faster, and take feedback without getting emotional.

5. High Standards & Zero Complacency: Comfort is the enemy of progress. We refuse to get lazy or settle for "good enough." Every day is an opportunity to level up, but we don’t do self-improvement obsession without execution.

6. Health & Energy Matter: We take care of our bodies and minds because performance demands energy, confidence, and presence. If you neglect your health, it’s a sign of how you handle everything else.

7. Team Players Only: We don’t hire lone wolves or self-obsessed people. We win as a team, and we expect strong communication, collaboration, and social awareness.

8. Pressure is a Privilege: Stress, urgency, and high stakes are signs you’re doing something valuable. Pressure is what separates winners from everyone else. We lean into it, not run from it.

YOU MUST APPLLY HERE: Upgrade to see actual info

IF YOU DON'T APPLY THERE ^ YOU WILL NOT BE TAKEN INTO CONSIDERATION AS A CANDIDATE