Executive Assistant

Executive Assistant to the CEO

Position Overview:

We are seeking an experienced and proactive Executive Assistant to support the CEO of a fast-paced marketing agency. The ideal candidate will be a self-starter with excellent organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. This role requires a highly resourceful team player who is comfortable working in a dynamic environment, capable of anticipating needs, and able to handle sensitive information with discretion.

Key Responsibilities:

1. Administrative Support: Manage the CEO’s calendar, coordinate meetings, prepare agendas, and ensure smooth day-to-day operations.
2. Email and Communication Management: Act as a gatekeeper by managing email correspondence, responding on behalf of the CEO when necessary, and prioritizing communications.
3. Travel Coordination: Plan and organize travel, including flights, accommodations, and itineraries.
4. Client and Team Liaison: Serve as the primary point of contact between the CEO and internal teams, clients, and external partners. Assist in client relations and communications as needed.
5. Project Management: Track key projects, deadlines, and deliverables, ensuring the CEO is kept up-to-date on progress.
6. Meeting Preparation: Prepare presentations, reports, and meeting documents. Take meeting minutes and follow up on action items.
7. Office Management: Support agency culture and event planning and at times support other staff as needs arise.
8. Confidentiality: Handle sensitive business information with the utmost discretion and professionalism.

Qualifications:

1. Proven experience as an Executive Assistant or similar role, preferably in a marketing, creative, or fast-paced environment.
2. Exceptional written and verbal communication skills.
3. Strong organizational and time management abilities.
4. Proficiency with MS Office (Word, Excel, PowerPoint), Google Workspace, and project management tools (Asana, Trello, etc.).
5. Familiarity with social media platforms and basic marketing tools (e.g., HubSpot, MailChimp) is a plus.
6. Ability to work independently and prioritize tasks with minimal supervision.
7. High level of professionalism and confidentiality.

Personal Attributes:

1. Detail-oriented, with strong follow-through.
2. Adaptable and comfortable handling change.
3. Collaborative, yet self-motivated.
4. Strong problem-solving skills and the ability to anticipate needs.
5. Passionate about the marketing industry and willing to learn.