Executive Operations Assistant

4 days ago

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Rubix Agency

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Performance Marketing • Creative Advertising • Growth Marketing

11 - 50

Description

• We are seeking a highly organized and proactive Executive Operations Assistant to support the CEO by managing daily operations, coordinating projects across departments, and providing administrative support. • The ideal candidate will have experience working closely with senior executives, particularly in an advertising or digital marketing agency, and will be skilled in project management, executive assistance, and administrative support. • This role will ensure that the CEO’s initiatives are effectively implemented, with a focus on seamless project coordination and operational efficiency. • Lead and oversee all CEO-related tasks and initiatives, ensuring deadlines are met and priorities are aligned. • Assist with developing and executing the CEO’s LinkedIn content strategy, including drafting posts and managing engagement. • Handle executive administrative tasks such as email management, preparing reports, and following up on projects. • Help with onboarding tasks such as setting up emails, accessing systems like Slack, and using tools like Rippling and Google Workspace. • Oversee marketing and business development projects across departments, ensuring alignment and efficient execution. • Collaborate with department leaders and team members to define and refine processes, ensuring timely delivery of client projects. • Manage resource allocation and utilization, addressing any instances of over or underutilization within teams. • Maintain detailed documentation and reporting of ongoing projects using tools like ClickUp or Asana. • Assist with business development activities and provide operational support for growth strategies and process improvements. • Maintain a diverse pool of freelance talent, managing information on skill sets, availability, and rates. • Manage the CEO’s calendar, schedule meetings, and coordinate appointments to optimize time management. • Organize and coordinate travel arrangements, bookings, and itineraries, while allowing flexibility for the CEO to self-book as needed.

Requirements

• 2-3 years of experience as an Executive Assistant or Project Manager, ideally supporting a CEO in an advertising, digital marketing, or fast-paced environment. • Strong project management skills, with the ability to manage multiple work streams and deliverables simultaneously. • Proficiency with project management tools such as ClickUp (what we use), Asana, or Monday. • Proficiency in Google Suite, Keeper, ClickUp, Slack, Zoom, and LinkedIn. • Experience with Rippling, Slack, and Google Workspace for onboarding and administrative tasks. • Experience managing executive calendars, travel arrangements, and administrative tasks. • Excellent communication skills, including experience with LinkedIn content development. • Ability to work independently in a fast-paced, remote environment, with meticulous attention to detail. • Strong leadership and relationship-building skills, fostering collaboration across departments. • A positive, proactive, and solution-oriented attitude, with strong accountability and a calm, confident presence. • Previous experience in managing workflows and team resources is a strong asset.