Executive Assistant & Project Coordinator (Remote)

About the Role

Lead Maven is a fast-growing marketing agency helping home services businesses across North America, specifically painting contractors, scale aggressively using AI-powered CRM, voice bots, and paid advertising. We have a proven track record of taking clients from $295K to $1.5M in under 14 months. We're building fast and we need someone who can keep up.

We're looking for a sharp, proactive Executive Assistant to support the founder directly and keep projects moving across the business. This is not a task-taker role. This is a judgment role. You will be the filter between the world and the CEO's attention, and your job is to protect his time while making sure nothing falls through the cracks.


What You'll Own

You will own the inbox completely. Every email gets triaged, responded to, or escalated with context. You will manage the calendar and protect deep work blocks from getting colonized by low-value meetings. You will own ClickUp - maintaining task lists, project timelines, and accountability across the team so the founder never has to chase status updates. You will coordinate hiring logistics, candidate screening support, and onboarding administration as we scale. You will handle vendor communication, follow-ups, and anything requiring coordination but not the founder's direct involvement. You will build and maintain SOPs for every repeatable task you touch. As our company scales, your role will scale with us.


What We're Looking For

You have at least 2 years supporting a founder or executive directly, not a team, a specific person. You have hands-on experience managing projects in ClickUp or a similar tool and you think in tasks, deadlines, and owners naturally. You communicate in crisp, clear, professional English with zero ambiguity. You make decisions without being asked twice. You are comfortable with GHL, n8n, Notion, or similar tools, or you learn them in days not weeks. You treat the founder's time as sacred and you feel personally offended when it gets wasted.


What This Is Not

This is not a 9-to-5 where you clock out and stop thinking. This is not a role for someone who needs constant direction. This is not a stepping stone to something else - if you're not genuinely excited about operations, coordination, and support, this isn't your role.


Working Hours

Your working hours must overlap with 10am-5pm HST (4am-11am PH). We operate async-first, so outside of scheduled meetings and check-ins you have flexibility on how you structure your remaining hours. What matters is outcomes, not clock-watching.


Compensation

Competitive, based on experience. Remote position.


HOW TO APPLY (FOLLOW EXACTLY)

Application subject must start with "EA999" and include your full name
Submit a 2-3 minute video introducing yourself and describing a specific situation where you kept a project on track or solved a problem before the founder knew it existed. No video, no consideration.
Number your answers 1–8 as outlined below.
1) Briefly describe your experience relevant to this role (executive support, project coordination, ClickUp/Notion experience, and SOP creation).
2) Outline your experience managing stakeholders, vendors, or tea ---------- mbers—how many projects or people have you managed and in what capacity (e.g., maintaining accountability, triaging requests)?
3) Describe a specific time-management or priority-triage challenge you faced while supporting an executive, and how you resolved it to protect their deep work time.
4) Have you worked at a digital/marketing agency? If yes, briefly describe your role and the type of clients.
5) Which AI tools do you use regularly and how do you use them in your work?
6) Confirm you can overlap your working hours with 10am–5pm HST (4am–11am PH).
7) Your desired PHP monthly salary + earliest start date.
8) Strongly Recommended (You will get priority): your IQ score and DISC score in the format: IQ __ / D _ / I _ / S _ / C _ (find both of those assessments in the OnlineJobs dashboard. if it's been more than 2 years since you took your DISC, please retake it).

Applications without all items above and proper subject won't be opened.

Thanks for your interest and I'm looking forward to reviewing your application.