Executive Assistant to CEO

About the role

We’re hiring a proactive, detail-driven Executive Assistant to support day-to-day operations, communications, light finance, and marketing admin for a fast-moving, fully remote team. You’ll keep calendars tight, inboxes clear, projects on track, vendors organized, and reporting consistent - so the CEO can focus on growth. You will be supporting one person, but please note that this is a fast pace environment that will require training, so please don't apply if you have multiple jobs or a slow typer.

Location: Remote (Americas time zones preferred)
Schedule: Full-time (minimum 8 hours per day), with at least 4 hours overlap in MT (Denver) business hours - 7am - 4pm MDT

Key Responsibilities

Admin & Calendar
Manage CEO's calendar, scheduling, holds, and follow-ups
Support on personal travel booking (flight, hotels, etc.)
Prepare meeting agendas, take notes, capture action items, and drive follow-through
Book business/personal travel and track itineraries
Return calls/voicemails; route messages and maintain response SLAs

Events & Coordination

Plan and coordinate internal/external meetings and small events
Manage online registrations, RSVPs, and logistics
Purchase client/staff appreciation gifts and track deliveries
Communication & Content Support
Draft, edit, and proofread documents, briefs, and emails
Read/source articles and summarize key takeaways
Organize marketing content and maintain shared folders

Research & Data

Gather industry data, compile light analyses, and create simple dashboards
Vendor research and management (quotes, onboarding, follow-ups)
Track expenses and invoices; assist with light bookkeeping and financial reports

CRM & Systems
Maintain and update CRM records (HubSpot); ensure data hygiene and pipeline accuracy
Create and maintain trackers (projects, tasks, asset inventories)
Social & Marketing Ops (light)
Schedule social posts, distribute eNewsletters/blogs/eBlasts
Monitor comments/messages and escalate as needed
Pull basic online advertising or campaign performance reports
Client Support
Handle minor client/customer service inquiries with professionalism and empathy

Qualifications
5+ years in an EA/Operations Coordinator/Project Coordinator role (agency, startup, or professional services a plus)
Stellar written and verbal communication; copy-editing/proofreading skills
Expert organizer who anticipates needs and closes loops
Strong judgment, discretion, and confidentiality
Comfortable juggling priorities and switching contexts quickly
Strong written and verbal communication skills
Highly organized

Tools you know (or learn fast):
Google Workspace, Slack, Zoom, Asana, basic CRM (HubSpot or similar), Canva/Docs for light formatting, spreadsheets (intermediate), expense tools (Expensify), and basic bookkeeping and payroll (QBO or Gusto) is a plus. Social scheduling platforms (Planoly) a plus.

KPIs & Success Markers

Calendar accuracy and on-time starts (>98%)
Task/brief accuracy and on-time delivery
CRM hygiene (records up-to-date, duplicates resolved)
Monthly reporting delivered accurately by agreed deadlines