Executive Assistant

Our client is a fast-growing agency founded by seasoned hospitality professionals who believe that technology and creativity can transform how restaurants, hotels, and experiences are discovered. Their work blends hospitality expertise with modern digital execution to elevate brand visibility and operational flow.

Location

Fully Remote | 9 AM - 5 PM EST

Role Overview

The Executive Assistant will be the operational heartbeat of the leadership team, ensuring organization, flow, and consistent momentum across the business. This role goes beyond task management, owning calendars, inboxes, documents, lead lists, CRM hygiene, outreach, meeting preparation, and reporting so founders can focus on growth. The Executive Assistant will help turn ideas into action, maintain operational excellence, and support the seamless execution of both client and internal initiatives.

Key Responsibilities

Executive Support & Workflow Management

• Manage and maintain project management tools such as ClickUp, Slack, and (as needed) Notion.

• Build and maintain executive dashboards within ClickUp to track executive deliverables and progress.

• Create, assign, and monitor team tasks in ClickUp to ensure all timelines, dependencies, and priorities are met.

• Support leadership with client onboarding and coordination of deliverables.

• Protect executive calendars, escalate decisions with context, and ensure leaders are always fully briefed.

Meetings & Communication Coordination

• Manage scheduling for internal and client meetings using Calendly and Google Calendar.

• Coordinate, record, and organize meetings using Zoom, Zoom Notetaker, and Rev Notetaker.

• Identify key action items and ensure proper documentation and follow-up.

• Draft polite replies, templates, and follow-ups for inbox triage.

Documentation, Systems & Operations

• Act as a liaison between internal teams, freelancers, and vendors to ensure smooth communication, tracking, and documentation.

• Route NDAs/SOWs and vendor paperwork; track contract dates.

• Assist in the development and documentation of SOPs, playbooks, and workflow systems.

• Maintain company digital platforms including Google Workspace, 1Password, DocuSign, Wisestamp, and others.

• Maintain accurate internal documentation, file structures, directories, and shared drives.

Finance & Administrative Support

• Coordinate billing and maintain organized records of client agreements, project milestones, and contract end dates.

• Assist with basic bookkeeping coordination and budget tracking.

• Track client billing, payments, and outstanding balances.

• Collect, organize, and process expense receipts and vendor invoices.

• Support internal operations reporting, including project costs, ROI tracking, and vendor performance.

Qualifications

Experience

• 2–4 years of experience in digital marketing, project coordination, or administrative support (agency or hospitality experience a plus).

• Solid calendar and inbox management discipline; strong ClickUp (or similar project management) skills.

• Proficient in marketing tools, CRM systems, and project management software.

• Confident with data entry, reporting, and presentation preparation.

Skills

• Excellent written and verbal communication skills in English.

• Strong organizational and multitasking abilities with high attention to detail.

• Self-driven, proactive, and comfortable working independently.

• Learns quickly, stays curious, and incorporates feedback into improved work.

• Strong ownership mentality and clear communication with consistent documentation.

• Ability to test ideas with simple hypotheses and measure results.

• Detail-oriented work style and process discipline.

Tools & Platforms

• Project Management: ClickUp, Slack, Notion, Monday

• Meetings & Scheduling: Calendly, Zoom, Rev Notetaker

• Media Management: , WeTransfer

• Analytics: SEMrush, , Looker

• Web: WordPress, Google Analytics 4

• CRM: HubSpot, Klaviyo, , Go High Level

• Social Media: Sprout, Brandwatch, Hootsuite, ManyChat

• Creative: Canva, Adobe Suite, Figma

• AI: ChatGPT Agent Mode, Research Mode, Sora 2

• Admin: Google Workspace, DocuSign, 1Password, Wisestamp

• Business Profiles: Yext, Google Business, Yelp

What Success Looks Like

• Leaders operate with clarity, efficiency, and uninterrupted focus.

• Systems, documentation, and workflows remain organized, updated, and scalable.

• Meetings, communication, and deliverables run smoothly with no missed details.

• Client and internal operations display consistency, structure, and timely execution.

• The Executive Assistant becomes a trusted operational partner to leadership.

Opportunity

This role offers the chance to work directly with agency leaders while gaining hands-on experience across hospitality marketing, operations, and digital tools. You will learn advanced systems, support internal processes, contribute to client delivery, and grow within a fast-paced, globally collaborative agency that values innovation, initiative, and continuous learning.

Application Process:To be considered for this role these steps need to be followed:

• Fill in the application form

• Record a video showcasing your skill sets

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