Executive Assistant

Position Summary

We are seeking a highly reliable, *timely, organized, proactive, and detail-oriented Executive Assistant to support the owner of a growing content marketing agency serving life sciences, engineering, construction, and professional services clients. The ideal candidate will help manage daily operations, maintain prospecting activities, coordinate meetings, support outbound marketing initiatives, and ensure critical business tasks are completed consistently.

The successful candidate will be comfortable working independently, managing multiple priorities, and communicating professionally with executives, and prospective customers. We are looking for someone who is proactive, resourceful, growth-minded, and excited to help build and scale a business.

Executive Support:
-Manage three LinkedIn inboxes daily
-Monitor and prioritize communications
-Respond to messages promptly and professionally
-Coordinate internal and external meetings
-Schedule discovery calls and introductory meetings
-Draft and send professional emails on behalf of leadership
-Assist with client communications and follow-up as needed
-Organize digital files, documents, and records
-Track action items and ensure follow-through
-Prepare and send invoices
-Maintain organization within Notion, Google Drive and other company systems

Prospecting Support:
-Conduct daily LinkedIn prospecting activities across three LinkedIn accounts
-Send a minimum of 200 LinkedIn messages in total per day across all three accounts.
-Send a minimum of 50 new connection requests per day per account.
-Research and identify target accounts and decision makers
-Build targeted prospect lists using LinkedIn Sales Navigator, and Apollo
-Identify buying signals, trigger events, company growth indicators, and industry opportunities
-Support account mapping efforts
-Qualify prospects and coordinate meeting scheduling
-Track all outreach activities and prospect responses
-Assist with follow-up campaigns and lead nurturing activities
-Reduce meeting no-shows through reminders and confirmations

CRM & Data Management:
-Maintain accurate records in the Notion CRM system, and Google Sheets
-Track lead status and pipeline progression
-Update contact information and company profiles
-Create and assign tasks as needed
-Ensure CRM accuracy and completeness
-Maintain prospecting databases
-Generate weekly KPI and pipeline reports
-Marketing & Administrative Support
-Draft content and manage posting schedules
-Assist with social media posting and monitoring
-Create Canva graphics and content templates
-Utilize AI tools (when given permission) to assist with content creation and workflow efficiency
-Track content approvals and publication schedules
-Maintain content calendars
-Assist with proposal preparation
-Support client onboarding and offboarding processes
-Coordinate project timelines and task management

Automation & Process Improvement:
-Assist with outbound email campaign management
-Support automation initiatives and workflow optimization
-Upload and manage contact lists
-Monitor campaign performance
-Document recurring processes in Notion
-Create and maintain SOPs
-Identify opportunities for increased efficiency and automation
-Recommend workflow improvements
-Daily Performance Expectations (a daily report will need to be complete each day)
-Send minimum 200 LinkedIn messages per day
-Send minimum 50 connection requests per day
-Maintain accurate CRM records daily
-Update prospecting and activity tracking sheets daily
-Respond to internal communications within 15 minutes during business hours - this is a non negotiable
-Follow up with prospects and clients consistently
-Maintain organized project and task management systems
-Meet all assigned deadlines without requiring follow-up

Qualifications:

Required-
Experience as an Executive Assistant, Administrative Assistant, or similar role
Excellent written and verbal English communication skills
Strong organizational and time management abilities
Experience with LinkedIn Sales Navigator
Experience using Notion
Experience using Canva
Comfortable using ChatGPT and AI productivity tools
Ability to manage multiple priorities with minimal supervision
High attention to detail
Strong problem-solving skills
Professional demeanor when communicating with clients and executives
Reliable high-speed internet connection
Ability to work during U.S. Eastern Time business hours

Preferred-
Experience working remotely with U.S.-based businesses
Experience with Odoo

Email marketing experience
Lead generation and prospect research experience
Appointment setting experience
Experience supporting agency owners, consultants, or business executives
Experience documenting processes and creating SOPs

Availability Requirements:
This is a full-time remote position.

Candidates must:
-Work primarily during U.S. Eastern Time business hours
-Be available via Whatsapp, Teams, email, or other communication platforms during business hours
-Maintain a response time of 15 minutes or less for leadership communications during working hours. THIS IS A NON NOGOTIABLE
-Consistently meet deadlines and project expectations

Technology Stack:
Experience with the following tools is highly preferred:
LinkedIn Sales Navigator
Notion
Canva
Google Workspace
Odoo
ChatGPT and AI tools
Loom
Apollo
Microsoft Office
Key Performance Indicators (KPIs)
Success in this role will be measured by:
Responsiveness
Attention to detail
Daily prospecting activity completed
Number of LinkedIn messages sent
Number of new connections initiated
Number of meetings booked
Response rates
Follow-up consistency
CRM accuracy and maintenance
Calendar and inbox organization
Timely completion of assigned tasks
Documentation quality
Process improvement contributions
Overall executive time saved

Reliability:
Ability to anticipate needs
Project coordination effectiveness

90-Day Success Metrics
By the end of the first 90 days, successful candidates should be consistently achieving:
3,000+ LinkedIn messages per month
1,000+ new LinkedIn connection requests per month
6–12 qualified meetings booked per month
95%+ CRM accuracy
Under 15-minute response time during business hours
100% on-time content posting and task completion
Ongoing SOP and process documentation efforts

Compensation:
Full-time remote position
Competitive compensation based on experience

Ideal Candidate
This role is ideal for someone who is a self-starter, enjoys creating structure, keeping projects moving, and helping a growing business owner stay focused on high-value activities.

The right candidate is proactive, resourceful, highly organized, and comfortable balancing multiple tasks at once. You should enjoy problem-solving, identifying opportunities for improvement, and taking ownership of your work.

You will play a key role in helping leadership scale operations, strengthen prospecting efforts, increase business development activity, and maintain consistency across multiple business initiatives.