Executive Assistant, Research Coordinator

We’re a growing marketing agency looking for a Virtual Executive Assistant who can keep our CEO focused, organized, and operating at peak performance. This is a role for someone who’s not just reactive but proactive, someone who can manage tasks, time, and information flow so the CEO can focus on growth, sales, and strategy.

If you’re detail-oriented, a natural researcher, and thrive in a support role where your behind-the-scenes magic makes everything smoother, please read on. Please only apply when you have everything ready that we're asking for.

Who You’ll Be Supporting:

Our CEO is a marketing strategist, agency founder, and content creator. Their day is filled with client work, learning AI tools, networking, and creating growth opportunities. Your job is to take as much as possible off their plate while keeping things running smoothly in the background.

Responsibilities

Executive Support
- Manage and optimize the CEO’s calendar and task list
- Review the CEO's meeting transcripts and create follow-up tasks & Calendar tasks
- Coordinate with clients and leads for scheduling
- Organize the CEO’s day based on business priorities
- Follow up on messages, leads, and outreach items
- Be available during scheduled working hours for quick check-ins
- Enter leads into Go High Level and keep track of outreach

Learning & Research Support
- Organize and track the CEO’s ongoing education (AI certifications, marketing trainings, etc.)
- Summarize key takeaways from learning resources
- Research marketing trends, competitors, and tools
- Present findings in easy-to-understand summaries

Light Project Coordination
- Update and manage tasks inside ----------
- Check in with COO, freelancers, or contractors as needed
- Keep internal systems and tools clean and updated
- Create SOPs

Tools You’ll Use:
- Google Workspace (Ads, GA4, Docs, Sheets, Calendar, Drive)
- GoHighLevel
- ----------
- Skool
- ----------
- Figma
- Otter AI
- Zoom
- Adobe
- Wordpress
- ChatGPT 5.0
- Aquity Calendar
- Constant Contact
- Rocket Lawyer
- RSS Feed

Working Hours: Hybrid Schedule
This is a hybrid schedule designed to support real-time collaboration and focused, independent work.

Weekly Breakdown:

Monday & Wednesday: 1:00 PM – 9:00 PM PHT
(Includes 6:00 AM – 8:00 AM CST overlap with the CEO)

Tuesday, Thursday, Friday: 9:00 AM – 5:00 PM PHT
(Standard async days)

Availability Expectations:
You must be reachable during your scheduled working hours, even if the CEO is offline.

If you prefer to start earlier or later on Tuesday, Thursday, or Friday, that’s totally fine, as long as we agree on a consistent schedule and stick with it unless we both agree to a change.

You’re a Great Fit If You:
- Have experience supporting CEOs, entrepreneurs, or executives
- Speak and write excellent English
- They are extremely organized and tech-savvy
- Can take ownership of your role without hand-holding
- Are curious, proactive, and eager to grow in the digital marketing space
- Have a reliable internet connection and a computer system (Apple products preferred but not required)

Compensation:
Starting at $700–$900 USD/month, depending on experience, with potential increases based on performance.
Full-time, 40 hours/week. Long-term role with growth opportunities.

About Us

We own a full-service marketing agency that works as an outsourced CMO for over 30 businesses across the USA and Canada. We manage in-person events, paid advertising, social media marketing, content creation, newsletters, SMS campaigns, automations, lead generation, outreach, and many other strategic marketing initiatives that help our clients grow. We also train our clients’ internal teams and build out full-funnel systems that deliver measurable results. SEO and AIO (AI Optimization) are a core part of our client strategy, keeping them competitive and relevant in a rapidly evolving digital landscape.

Most of our clients are either on long-term programs or project-based retainers, and many renew year after year, so delivering results is mission-critical.

Our CEO leads the strategy for every client, and she’s the one you’ll be directly supporting. Your role is to help her stay organized, focused, and in her zone of genius, so she can continue driving high-level outcomes and strategic direction.

How to Apply:

Send the following:
- Your resume
- A short video (1–3 mins) introducing yourself and explaining why you’re a great fit
- A sample of past work (research summary, task plan, meeting notes, or anything relevant)