Executive Assistant / Marketing Operations (Paid Ads Business)

This is NOT a typical VA role.
This is NOT calendar management or inbox support.

If your background is mainly admin or customer service, this role is not a fit.

We run a performance-driven paid ads business and are looking for someone who can own reporting, systems, and internal operations.

ROLE OVERVIEW

You will be responsible for organizing the operational backbone of the business. This includes financial tracking, internal systems, and coordinating people and workflows. You will not be creating ads or buying traffic. You will be running the systems that support those functions.

CORE RESPONSIBILITIES

REVENUE AND PROFIT TRACKING
You will pull daily ad spend from Facebook Ads and Google Ads.
You will pull revenue data from RedTrack, Everflow, and internal spreadsheets.
You will consolidate all data into one clean Google Sheet.
You will maintain daily profit, monthly profit, and offer-level performance tracking.
You will catch discrepancies and flag issues before they become problems.
Accuracy is more important than speed.

CLIENT BILLING AND INVOICING
You will create and send invoices.
You will track paid and unpaid invoices.
You will keep billing organized and documented.
You will follow up professionally when needed.

CREATIVE OPERATIONS (TRELLO SYSTEM)
You will build and maintain a Trello-based creative workflow.
You will manage the flow from idea to live ad to results.
You will ensure cards are updated and the system is followed.
You will identify and reduce bottlenecks.
You will not create ads. You will manage the system that produces them.

HIRING AND TEAM COORDINATION
You will assist with hiring creative strategists, video editors, and ad launchers.
You will onboard new hires into Trello and internal SOPs.
You will help keep contractors organized, accountable, and moving.

WHO THIS ROLE IS FOR

You are comfortable with numbers and spreadsheets.
You understand how paid ads businesses operate.
You have experience using Facebook Ads Manager, Google Ads, Google Sheets, and Trello.
You can take ownership without being micromanaged.
You communicate clearly and stay calm under pressure.
You make decisions and document them.

WHO THIS ROLE IS NOT FOR

Calendar-only personal assistants.
Customer support agents.
Designers or video editors.
Media buyers.
Anyone uncomfortable with numbers or responsibility.

WORK SETUP AND PAY

Full-time role.
Long-term position.
Competitive monthly salary based on experience.
Performance bonuses for clean reporting and strong systems.
We care about output and reliability, not busy work.

HOW TO APPLY (REQUIRED)

To apply, please submit the following:

A short Loom video (3 to 5 minutes) explaining your experience with ad platform data and revenue tracking, how you would build a daily profit report for a paid ads business, and your experience building or running workflow systems such as Trello or Asana.

A resume or summary of your work experience.

Applications without a video will not be reviewed.

FINAL NOTE

If you enjoy owning systems, working with numbers, and making complex businesses run clean, this role offers long-term growth and real responsibility.