Executive Assistant - Project Management (ZR_22436_JOB)

This is a remote position.

Schedule:

• Flexible, with twice-a-week catch-ups during Pacific business hours (20 hours per week)
  

Reports To:

• Co-founder of a marketing agency & Chief Operating Officer of a platform for online auctions
  

About the Companies:

• Marketing Agency: We specialize in SEO, PPC, web design, and comprehensive marketing strategies for addiction treatment facilities. Our mission is to empower these facilities to reach and help more people in need.
  

• Online Auctions Platform: A leading platform for online auctions, supporting non-profits and organizations in raising funds efficiently and effectively.
  

Job Overview:

We are seeking a proactive, highly organized, and detail-oriented Executive Assistant with strong project management experience to support a dual-role executive (Co-founder of a marketing agency and COO of an online auctions platform). The ideal candidate will excel in managing day-to-day operations, streamlining communication, and driving project success across teams by handling timelines, workflows, deadlines, and task delegation.

The Executive Assistant will take ownership of ensuring seamless operations and will be instrumental in driving the successful execution of multiple projects. In addition to administrative support, you will play a key role in supporting both companies through effective project management and strategic planning.

Key Responsibilities:

Administrative Support

• Manage and prioritize email correspondence, ensuring timely responses and flagging urgent matters.
  

• Schedule and coordinate meetings, appointments, and events, optimizing the executive’s calendar for maximum efficiency.
  

• Prepare and edit correspondence, communications, presentations, and other documents with meticulous attention to detail.
  

• Conduct thorough research and compile comprehensive data for meetings, reports, and special projects.
  

Project Management:

• Take the lead in managing and tracking various projects from inception to completion, ensuring timelines, workflows, and deadlines are met.
  

• Oversee the execution of cross-functional projects by delegating tasks, coordinating with teams, and ensuring all project milestones are achieved.
  

• Regularly update project management tools (e.g., ClickUp), ensuring all stakeholders are aligned on project statuses and deadlines.
  

• Proactively identify potential roadblocks in project timelines, workflows, and delegate tasks to prevent delays.
  

• Support in project prioritization, helping the executive navigate conflicting demands across different teams and stakeholders.
  

Task Management:

• Maintain a prioritized task list for the executive, ensuring all responsibilities are accounted for and deadlines are met.
  

• Follow up on action items and reminders independently, ensuring timely completion without prompting.
  

• Ensure all project-related tasks are delegated effectively across teams, ensuring deadlines are met.
  

Reporting and Analysis:

• Pull and analyze weekly and monthly KPI reports, budget, and revenue numbers, identifying trends and insights.
  

• Prepare detailed summary reports for executive review, highlighting key metrics and areas for improvement.
  

• Assist in preparing financial reports, tracking expenses, and managing budgets with precision.
  

Communication and Liaison:

• Serve as the primary point of contact between the executive and internal/external stakeholders, managing communications efficiently.
  

• Facilitate clear and effective communication across teams to ensure alignment and understanding of objectives.
  

• Draft and send out communications on behalf of the executive, maintaining a professional tone and clarity.
  

Strategic Support:

• Assist with strategic planning and execution of company goals, contributing ideas and insights.
  

• Identify areas for process improvement and proactively suggest and implement actionable solutions.
  

• Provide support for special projects and initiatives, taking ownership and driving them to successful completion.