Executive Assistant / Online Business Manager (Digital Marketing Agency)

Executive Assistant / Online Business Manager
(Full-Time, Remote, ET-friendly)

Location: Remote (Must be available for 3–4 hours/day overlap with Eastern Time)
Reports to: CEO & Creative Director
Start: ASAP

About Us

We’re a small, friendly marketing agency/studio that builds WordPress and HighLevel websites, brands, sales pages, email funnels, and ongoing content for coaches, consultants, and authors. We value clear communication, thoughtful work, and calm, on-time delivery.

The Role

Be the CEO’s right hand, second brain, and the team’s steady organizer. You’ll take the lead on the CEO’s inbox and calendar, turn meetings into action, keep clients updated, keep tools and files tidy, and make sure billing prep and change orders are handled cleanly. You won’t design or code, you’ll help the team make the work clear, accurate, and on track.

Privacy & Integrity: This role requires handling confidential information daily. You must exercise excellent judgment, protect sensitive data, and uphold strict confidentiality in all communications.

Agency background: Prior experience in a marketing/creative/web agency is a major plus (ideally required), you understand client expectations, fast context switching, and shipping work to a clear standard.

What You’ll Do

CEO inbox & calendar ownership: triage, draft replies, schedule, and protect CEO focus time with integrity and discretion.

CEO meetings turned into tasks (within 24 hours): short summaries; tasks with owners, due dates, and acceptance criteria; follow-ups sent.

Client updates: concise “Done / Next / We Need / Dates” notes after key calls.

Assist the CEO in designing processes for the team to build and ship websites.

Own project organization & delivery: scope ? schedule ? tasking ? QA ? handoff to billing.

Create one-page briefs with clear deliverables, assets, acceptance criteria, and deadlines.

Develop with the CEO website milestone plans (Strategy/Wireframe ? First Full Draft ? Pre-Ship) and keep them on track.

Run the project boards (Trello/ClickUp): clean lanes, clear ownership, checklists, WIP limits.

Enforce “Definition of Ready/Done”; remove blockers and drive reviews to closure.

Guard scope & prepare friendly change orders when requests go beyond the brief (log approvals; ready them for billing).

Maintain time hygiene in Toggl; develop simple systems and coach the team on correct tagging and utilization.

Prepare weekly invoice spreadsheets (approved hours, fixed-fee milestones, change-order lines, proof links) for the bookkeeper.

Provide a weekly owner snapshot (WIP, milestones, risks) and a monthly roll-up (utilization, unbilled WIP, COs).

Coordinate with Dev/WebOps on WordPress/Pressable checklists; document access and environments.

Keep folders, credentials, and documentation organized in Google Workspace.

Note: AR follow-ups (collections) are handled by the bookkeeper. Your invoicing role is internal prep and accuracy.

You’ll Thrive Here If You…

Have 4–6+ years as an EA/OBM or operations lead for a founder or agency.

Demonstrate extreme attention to detail, no errors in client-facing details.

Write clear, friendly English and have excellent communication skills

Protect confidentiality and handle sensitive topics with professionalism.

Can bring order to moving parts and improve systems without heavy hand-holding.

Tools (must have or learn fast): Google Workspace, Zoom, Toggl, Trello, HighLevel, ClickUp.
Nice to have: WordPress familiarity (not development), Pressable/hosting basics, simple automations.

What Success Looks Like (first 90 days)

Weekly invoice prep delivered on time and used by the bookkeeper without rework.

100% of key meetings result in tasks within 24 hours; clients receive clear follow-ups.

Time hygiene ~100% on active projects; simple utilization view available.

Change orders are drafted, approved, logged, and handed to bookkeeping promptly.

CEO inbox shows only decision-worthy items; calendar has protected focus blocks.

How to Apply


Email ---------- with the subject line: EA/OBM – Your Name – Tomato

Please include:

A short letter explaining why you’re a great fit, with 3 (three) specific examples or stories from your experience (client/role, what you did, what you made, and measurable result - agency experience strongly preferred). We strongly request NO AI to be used to create this email first letter / application.

Your CV and a link to your LinkedIn (if you have one).