We seek a high-caliber Executive Assistant who operates with an operator mindset rather than a traditional administrative role. The ideal candidate thrives in a fast-paced, growth-oriented agency and is excited to evolve into more senior operational responsibilities over time, potentially progressing toward a Chief of Staff or Head of Operations role.
Key Attributes
Fluent English (written and spoken), confident communication with U.S.-based clients, and experience supporting founders or C-suite leaders. Proficiency with CRM systems (HubSpot is a strong plus) and a proactive, problem-anticipating approach are essential. You should be comfortable working across multiple time zones and prioritizing competing demands with composure and clarity.
Experience
Previous roles in executive support, operations, or a similar capacity within digital agencies or tech-enabled services are preferred. Demonstrated success in project coordination, process improvement, and cross-functional collaboration will distinguish candidates.
You’ll work directly with our CEO and collaborate closely with a lean, high-performing digital team that includes project managers, designers, developers, and marketing specialists.
Our mission is simple: help mid-market B2B companies turn underperforming websites into measurable revenue and pipeline growth.
As Executive Assistant, you will sit at the center of operations — supporting leadership, improving communication flow, and helping ensure client projects, sales follow-ups, and internal priorities move forward without friction.
This role connects directly to company growth. When you succeed, the entire team moves faster and our clients see better results.
- Serve as the CEO’s primary operational partner, prioritizing strategic initiatives and protecting the CEO’s time for high-impact work.
- Oversee inbox and calendar management, ensuring timely responses, meeting preparation, and clear follow-ups for all stakeholders.
- Coordinate client communications, meetings, and documentation to maintain professional, proactive client relationships.
- Monitor and advance the sales pipeline in HubSpot, coordinating with sales and leadership to ensure consistent follow-ups and closing opportunities.
- Manage internal documentation, playbooks, and process maps to standardize operations and improve knowledge sharing.
- Track project status and deadlines using tools like Teamwork and HubSpot, providing regular status updates to leadership and teams.
- Assist with cross-functional project coordination, ensuring alignment between client work, operations, and product delivery.
- Anticipate bottlenecks and propose solutions to maintain momentum in a fast-moving agency environment.
- Prepare meeting agendas, capture decisions, and document action items with owners and due dates.
- Support executives with special projects, research, and competitive analysis as needed to drive strategic outcomes.
Prior exposure to scaling startups or agencies, experience with Teamwork and HubSpot, and a track record of implementing scalable processes. Strong written and verbal communication skills, a bias for action, and the ability to build trust with senior leaders and clients are highly valued. A growth mindset and willingness to take on additional responsibilities as the company evolves are important.
