Executive/Marketing Assistant

EA & Marketing Assistant

100% Remote

1099 Contractor

Core Responsibilities

Executive & Administrative Support

• Manage CEO inbox to inbox zero daily by COB, prioritizing business development and networking emails for same-day completion
• Maintain CEO calendar with strict accuracy—confirm all meetings by COB Friday for the following week, block travel time, protect focus blocks and Meeting Free Friday
• Conduct daily 15-30 minute morning check-ins to align on priorities, upcoming meetings, and task status
• Draft follow-up emails same-day for all calls and meetings; send thank-yous, follow-ups, and promised introductions by COB
• Coordinate with vendors to execute agreed-upon client requests

Finance & HR Support

• Run weekly accounts receivable (AR) by COB on scheduled day (currently Fridays); draft AR emails before 5 PM
• Draft invoices for non-recurring clients and manage accounts payable (AP) as needed
• Support HR functions including payroll coordination, benefits awareness, and staff account setup

Marketing & CRM Management (Growth Opportunity)

• Manage CRM upkeep for networking contacts (Provisors, in-person events, Sip & Search attendees)
• Support podcast operations: manage guest scheduling via Calendly, send pre-recording and post-episode emails with assets, coordinate YouTube uploads
• Oversee Sip & Search event series: manage landing page, sign-ups, and email communications to past attendees and prospects
• Coordinate social media management and podcast promotion across platforms
• Assist with sales support including SOW preparation and CRM organization
• Manage Provisors involvement: sign-ups, group meetings, affinity groups, follow-ups, and CRM maintenance
• Execute follow-up workflows for in-person networking events
• Coordinate Sip & Search invitations, reminders, and attendee communication

Qualifications/Skills

Required

• 3+ years experience as an Executive Assistant, preferably supporting a founder or CEO
• Exceptional organizational skills with ability to manage competing priorities and meet strict COB deadlines
• Strong written communication skills—able to draft professional emails that reflect CEO's voice and brand
• Experience with project management tools (Asana preferred) and CRM systems
• Proactive problem-solver who anticipates needs and asks clarifying questions upfront
• High attention to detail with commitment to calendar integrity and follow-through
• Comfortable with finance basics (AR/AP) and light HR coordination
• Available 8:30 AM – 5:30 PM Eastern Time with responsive communication during work hours

Preferred

• Marketing coordination experience (social media, email campaigns, event management)
• Familiarity with podcast production workflows
• Experience supporting business development activities in a professional services environment
• Interest in growing into a larger role alongside executive support

Success in This Role Looks Like

• CEO inbox at zero daily; all business development emails drafted same-day
• Calendar confirmed and protected weekly; no double-bookings or missed meetings
• All CEO tasks organized in Asana by COB with clear next steps
• Same-day follow-ups sent after every meeting or call
• AR emails drafted before 5 PM; recurring tasks never rolling past COB
• Proactive communication on task status with regular check-ins

Company Benefits/Perks:

• Fully remote position with flexible work-from-home setup
• Work with an award-winning agency (Tampa Bay Chamber Small Business of the Year)
• Opportunity to grow into marketing and business development responsibilities
• Direct partnership with CEO of a fast-growing digital marketing agency
• Exposure to high-level business operations, client relations, and strategic planning
• Collaborative, supportive team culture that values proactive thinking and ownership