This job posting has expired
Expired on April 1, 2026
Executive Assistant to CEO – Digital Marketing Agency
Job Description
We are an established digital marketing agency specializing in SEO, online reputation management, and digital marketing services. Our founder is a Forbes Agency Council member, bestselling author, and recognized industry leader. We're seeking a highly organized, tech-savvy Executive Assistant to serve as the operational right hand to the CEO. This is not a traditional assistant role. You'll be the central hub that keeps the business running smoothly while enabling the CEO to focus on high-impact work. You'll manage competing priorities, leverage AI tools to proactively solve problems, and continuously optimize systems for efficiency.
Responsibilities
- Process payroll for team members using Wise and PayPal
- Track payment schedules and ensure timely, accurate disbursements
- Maintain organized records of all transactions
- Manage and triage email inbox, flagging urgent items and drafting responses
- Monitor Slack channels daily, compiling critical messages and action items into digestible summaries
- Serve as a filter so only the most important communications reach the CEO
- Communicate with vendors and third-party partners to ensure timely delivery of services
- Follow up on outstanding deliverables and hold external parties accountable
- Maintain relationships and serve as the primary point of contact for routine vendor matters
- Review Asana regularly to assess employee engagement, task completion rates, and potential bottlenecks
- Provide weekly insights on team productivity and project health
- Analyze client reporting dashboards to identify accounts needing attention
- Create prioritized lists of at-risk clients or opportunities for outreach
- Track client health metrics and alert leadership to trends
- Maintain optimal calendar balance between meetings and focused work time
- Manage scheduling across multiple time zones during frequent travel
- Proactively adjust availability settings and block appropriate work periods
- Coordinate travel logistics as needed
- Identify inefficiencies and propose solutions
- Help streamline and standardize operations where possible
- Document processes and maintain SOPs
Qualifications
- 3+ years of experience as an Executive Assistant, preferably supporting entrepreneurs or agency owners
- Proficiency with: Slack, Asana (or similar PM tools), Google Workspace, spreadsheets
- Experience with Wise, PayPal, or similar payment platforms
- Exceptional written communication skills
- Strong analytical abilities—you can look at data and extract meaningful insights
- Self-starter mentality with minimal need for direction
- Availability to overlap with US Eastern business hours
- Capabilities to use AI tools to improve work performance and speed
- Experience in digital marketing, SEO, or agency environments (Preferred)
- Familiarity with AI tools (ChatGPT, Claude, etc.) and enthusiasm for using them to work smarter (Preferred)
- Experience supporting executives who manage multiple businesses (Preferred)
- Background in creating reports, dashboards, or summaries from complex information (Preferred)