Description
Company Overview:
We are a fast-growing e-commerce digital marketing agency looking for a proactive and highly organized Executive Assistant to support our leadership team. This role is essential in helping us streamline operations, manage administrative tasks, and ensure smooth day-to-day execution of key business functions. If you thrive in a dynamic environment, love keeping things organized, and are an expert in task delegation and prioritization, we’d love to hear from you!
Roles and Responsibilities:
Administrative & Organizational Support:
- Manage and organize calendars, schedule meetings, and ensure the leadership team is prepared for appointments.
- Handle email management—filtering, responding, flagging, and prioritizing communications.
- Create, edit, and format documents, reports, and presentations.
- Organize and maintain digital files and records for easy access and reference.
- Assist with project tracking, ensuring deadlines are met and progress is documented.
Communication & Coordination:
- Act as the first point of contact for internal teams and external partners when needed.
- Draft and send communications on behalf of the leadership team.
- Coordinate follow-ups and ensure timely responses to important inquiries.
- Liaise with vendors, contractors, and service providers when necessary.
Operational Support & Task Delegation:
- Support workflow automation by identifying repetitive tasks that can be delegated or improved.
- Assist with hiring coordination including scheduling interviews managing applicant communication.
- Conduct basic market research competitor analysis data compilation as requested.
- Handle light bookkeeping tasks such as invoicing expense tracking (preferred but not required).
Other Responsibilities:
- Coordinate travel arrangements accommodations itineraries.
- Maintain confidentiality discretion when handling sensitive information.
- Take initiative to improve efficiency in workflows administrative processes.
- Acting as the first point of contact for clients partners when required.
Qualifications & Skills:
Experience:
Proven experience as an executive assistant administrative assistant or in a similar role in e-commerce digital marketing environment.
Skills:
- Proficiency in tools like Google Workspace (Meet Docs Sheets Slides Calendar) Slack project management tools (e.g., Asana Trello) Project management tools (e.g., Trello Asana ClickUp).
- Exceptional organizational multitasking abilities.
- Strong written verbal communication skills.
- High attention to detail accuracy in work.
- Ability to maintain confidentiality.
Personality Traits:
Ability to anticipate needs proactively solve problems.
Proactive takes initiative.
Reliable dependable.
Strong problem-solving skills ability to work independently.
Preferred:
Prior experience in an e-commerce or digital marketing agency environment. Familiarity with basic accounting or invoicing tools like QuickBooks