Are you the kind of person who can keep a busy organization organized, responsive, and moving forward without needing to be constantly told what to do Do you thrive on being the calm, detail-oriented person behind the scenes who keeps schedules, communication, team follow-ups, marketing, and daily priorities from falling through the cracks
If you are highly organized, creatively minded, comfortable with technology and AI, and take genuine ownership of your work, this role could be an excellent fit for you.
Our Story Starts with People Like You
The two founders, best friends, were running businesses that needed great talent fast. So, they started building remote teams across countries like the Philippines, Colombia, and India. Not only did it work, it thrived. They realized that talent isn't limited by geography. With today's technology and high-speed internet, we're able to build high-performing global teams that support businesses across the U.S. So ClearDesk was born.
Today, ClearDesk helps U.S. businesses grow by building world-class remote teams. We don't just connect talent; we manage the entire experience, from recruiting to retention. And while we help clients thrive, we also stay deeply committed to helping our remote team members build real, lasting careers that support their lives and their families.
That's where you come in.
The Role: Executive Assistant and Marketing Coordinator
Imagine being the trusted right hand who keeps leadership organized, informed, and ahead of the day while also helping drive the company's marketing and communication efforts. From managing calendars and inboxes, coordinating meetings and follow-ups, and keeping priorities on track to creating polished marketing materials, editing photos and videos, coordinating social media content, and using AI tools to streamline documentation and workflows, you'll play an important role in keeping the business running smoothly. You're not simply completing an assigned checklist—you're expected to anticipate needs, take ownership, follow through on commitments, identify potential problems before they become urgent, and bring creative ideas that improve processes, marketing, and overall efficiency. You'll move fluidly between executive support, creative projects, communication, technology, and day-to-day coordination while maintaining a consistently high standard of professionalism, accuracy, and quality.
Who We Think Will Thrive in This Role:
- Manage executive calendars and schedules, providing timely reminders throughout the day and preparing end-of-day recaps with outstanding priorities and key items for the following day.
- Manage email and inboxes by sorting, prioritizing, organizing, and flagging important communications to ensure timely responses and follow-through.
- Create professional marketing materials including announcements, flyers, business cards, recognition materials, and other promotional content using Canva, with strong creative flair and attention to visual appeal.
- Edit photos and videos from company events, activities, and other business-related content, ensuring they are polished, professional, and suitable for marketing, social media, and internal use.
- Prepare meeting agendas by reviewing previous meeting notes, identifying outstanding action items, and ensuring follow-up items are tracked and completed.
- Monitor team task completion and proactively follow up on assigned responsibilities to maintain accountability, meet deadlines, and ensure important tasks do not fall through the cracks.
- Manage and maintain company digital platforms, ensuring content is updated regularly with timely, professional, and relevant information that represents the organization well.
- Coordinate with external social media and marketing partners by providing regular local content, photos, reviews, company updates, and other materials needed for consistent distribution.
- Monitor internal communication channels including collaboration platforms, messaging systems, and other business communication tools to ensure important questions, requests, and follow-ups are addressed promptly.
- Use AI tools effectively to summarize meetings, document employee reviews, organize information, streamline workflows, and create structured reports that improve efficiency and save time.
- Assist with tracking key performance indicators and business metrics, helping organize data, prepare reports, and support projections and other business analysis as needed.
- Provide professional phone support on behalf of leadership, handling incoming calls appropriately and following established procedures for overflow coverage when leadership is unavailable.
- Brainstorm and implement new ideas that improve processes, marketing, communication, organization, and overall business efficiency rather than simply executing assigned tasks.
- Support employee and caregiver recognition programs, helping coordinate recognition activities and creating engaging materials that celebrate team contributions when applicable.
- Maintain exceptionally high standards for all deliverables, ensuring work is accurate, polished, professional, and free of avoidable typos, formatting issues, poor-quality graphics, or other small oversights that could diminish the organization's professional image.
Who We Think Will Thrive in This Role:
- You have proven experience supporting leadership, managing calendars and email, coordinating priorities, and handling multiple responsibilities independently.
- You have excellent English communication skills, impeccable grammar, and exceptional attention to detail.
- You have strong Canva and creative design skills, including creating professional marketing materials and editing photo and video content with minimal supervision.
- You're comfortable using AI tools such as Gemini, ChatGPT, or Claude to improve efficiency, organize information, summarize meetings, and create reports.
- You're a proactive self-starter who takes ownership, works independently, follows through, holds others accountable, and brings ideas to improve processes and efficiency.
- You are willing to work in a US time zone schedule.
- You can secure the required technical setup, including:
- At least a 720p HD webcam
- A noise-canceling headset
- A primary internet connection of at least 25 Mbps
- A backup laptop, backup internet device, and backup power source
- A main computer with at least Intel Core i5 (or equivalent) and 8 GB RAM
- A backup computer with at least Intel Core i3 and 4 GB RAM
Why ClearDesk
Because we believe work should be meaningful, even from home.
At ClearDesk, you'll work with clients who respect your time and value your skills. You'll join a remote-first team that genuinely supports you, and you'll see the impact of your work in real, tangible ways that matter to the people you work with.
We don't just want you to do your job. We want you to grow with us, stay with us, and feel proud of the difference you're making.
Here's what you can expect from us:
- We pay you fairly and on time
- We provide prepaid HMO coverage for your peace of mind
- We help you grow with tools, training, and honest feedback
- We celebrate your wins
- And above all, we actually care
Ready to be part of something that matters
Apply now and start your journey with ClearDesk.
Important Reminder: ClearDesk does not ask for any monetary payments or fees as part of our employment process. If you encounter any request for payment, please disregard it and report it to us immediately. For your security, please ensure that all communications are conducted through emails originating from (@cleardesk.com or @cleardeskteam.com).
Disclaimer: Candidates who apply for this position may be re-profiled to similar roles depending on their qualifications, experience, and current market demand.
