Executive Assistant for Virtual Brand & Operations

Executive Assistant for Virtual Brand & Operations

Position Overview
We are seeking a highly organized and proactive Virtual Brand & Operations Assistant to support business operations and brand initiatives. This role is pivotal in maintaining internal workflows, executing marketing and content strategies, and ensuring consistent communication across platforms and with teammembers. You will work closely with the Founder(s) and other contractors to uphold operational excellence and brand consistency in a growing, mission-driven environment.

Start Date & Hours
Start Date: May 2025
Schedule: Monday to Friday, 8:00 AM – 5:00 PM PST
Clear work hours: Full time | 40 hours/week
Hourly Rate: $6/hr

Candidate Profile
Ensure marketing, tech, and operational tasks are executed efficiently — enabling the founders to focus on strategic growth while delivering high-quality, on-time initiatives.


Ideal Qualifications
Minimum 2 years’ experience in administrative support, marketing coordination, or operations management.
Proficient with tools such as WordPress, Circle.so, Google Workspace, Canva, Vimeo, YouTube, Flodesk/ConvertKit/Mailchimp, and basic video editing software.
Exceptional organizational skills with the ability to establish structure and flow.
Excellent written and verbal communication skills.
Ability to work independently, prioritize effectively, and proactively solve problems in a remote environment.
Mac user preferred (most team workflows and file formats are optimized for Mac OS).

Preferred:
Familiarity or personal interest in the wellness, coaching, mindfulness, or personal development industries.
Design awareness and ability to create visually aligned materials.

Core Responsibilities
Marketing & Content Coordination
-Prepare and distribute newsletters and email campaigns (Flodesk, ConvertKit, or Mailchimp).
-Edit and manage short-form video content for marketing and community engagement (Vimeo, YouTube, Canva, basic video editing tools).
-Manage email list segmentation, tagging, and performance tracking.
-Develop marketing copy aligned with the brand voice and mission.
-Monitor campaign performance metrics and recommend optimizations.
-Maintain and organize a centralized content library, including templates and brand assets.


Administrative & Operational Support
-Oversee calendar management, inbox management, and scheduling tasks.
-Organize virtual events, retreats, and logistics with thorough follow-up coordination.
-Maintain accurate, updated SOPs and shared documentation.
-Provide operational support, including AI tool customization for workflow efficiency.
-Track timelines and project milestones to ensure tasks are completed on schedule.


Team and Project Collaboration
-Coordinate communication and deliverables with creatives, contractors, and stakeholders.
-Document meeting notes, highlight action items, and ensure follow-through.
-Uphold brand voice, visual identity, and consistency across all communications and deliverables.
-Support backend processes to ensure seamless operations and project ---------- ntum.

How to Apply: If you feel aligned with this role and are excited to contribute to a mission-driven team:

1. Respond to this job posting using the subject line: CODE INDIGO - EVA
2. Attach your resume and any relevant portfolio materials showcasing your work.
3. Include a 1–2 minute self-introduction audio recording (introduce yourself and why you are a fit for this role).
4. Submit your Tony Robbins DISC personality test results and include the report PDF in your application.

Incomplete applications will not be considered.