Executive Assistant

Position Type: Full-Time

Schedule: Monday – Friday, 9:00 AM – 6:00 PM CDT

Salary: $6 – $10 per hour

We're a fast-growing, high-performance digital marketing agency built on two core values: Clarity is Kindness and Autonomy is Earned. We are a small, highly skilled team that moves fast, holds each other accountable, and celebrates people who speak their minds and take ownership of their work. We've doubled in size over the last two months and we're not slowing down. If you thrive in a direct, meritocratic environment where your results speak for themselves, you'll fit right in here.

We're looking for a sharp, self-starting Executive Assistant to join our backend operations team. You'll be a true right hand to the founder, owning day to day administrative and operational tasks, managing calendars and communications, and keeping the team running smoothly. The tasks are well documented and straightforward; what we need is a high character person who brings the drive, reliability, and initiative to execute without hand holding.

You'll need to be available whenever the founder is available. As the company grows, so will your responsibilities, this role has a clear path to taking on more strategic duties.

Calendar and Schedule Management

Own the founder's calendar, schedule meetings, send reminders, protect focus time, and ensure nothing slips through the cracks

Email and Inbox Management

Monitor and triage the founder's email, draft responses, flag urgent items, and ensure every thread has a next action

Travel and Logistics Coordination

Research and book travel, accommodations, and itineraries as needed

Meeting Preparation and Follow Up

Prepare agendas, take notes, and track action items from key meetings

Client Onboarding Setup

Execute onboarding tasks for new clients, including backend system configuration, Slack setup, and tool integrations (around 30 minutes per onboarding)

Billing and Accounts Receivable

Manage client billing through Stripe and your internal app, track payments and follow your collections process, flag and report on overdue accounts

Reporting

Prepare and deliver daily or every other day billing and AR reports, compile weekly and monthly scorecards with context and commentary on key numbers

Automation Monitoring

Oversee Zapier and Make automations, troubleshoot and manually execute tasks when automations break

Communication Oversight

Monitor incoming client emails and texts, ensure no communication loop is left open, escalate to the appropriate team member and confirm follow through

Team Support

Proactively identify gaps and assist other team members with overflow tasks as needed

SOP Maintenance

Follow and maintain documented standard operating procedures, adapt as your internal app and tools evolve

A self starter who takes ownership and closes the loop every time

Someone who moves fast, tasks get done within the hour, and you report back without being chased

A person with high character who doesn't need to be micromanaged to do simple, important work correctly

Someone comfortable with ambiguity and fast change, tools, processes, and priorities shift and you adapt quickly

A team player who actively asks, Is there anything I can help with when their plate is clear

Someone who learns independently, you look it up, figure it out, and only escalate when truly stuck

Previous experience as an Executive Assistant or in a similar support role, ideally within a small, fast growing remote team, strongly preferred over tool specific experience

Familiarity with or ability to quickly learn Stripe, Zapier, Make, Slack, Loom, LastPass

Strong written English communication skills

Excellent calendar and inbox management skills

Solid time and task management, you track your open items and make sure nothing falls through the cracks

Reliable internet connection and availability during US business hours

Experience with billing, accounts receivable, or administrative operations is a plus

Ready to take the next step Submit your resume and a short video introduction here:

https://talentfuze.ph/apply