About Vysta
Vysta Paid Media Group is a performance marketing agency focused exclusively on Google Ads and YouTube Ads for ecommerce brands. We manage 30+ client accounts across a pod-based team structure with a combined monthly ad spend exceeding $700,000. We are a small, fast-moving team that operates on high standards, clear processes, and direct communication.
The Role
We are hiring a full-time Executive Assistant with a strong operational and systems mindset. This is not a traditional EA role where you manage a calendar and take notes. This role exists to absorb execution and administrative load across finance, operations, client coordination, and internal systems so that our leadership team can operate at leverage.
You will be the operational backbone of the company. The person who makes sure nothing falls through the cracks, follows up without being asked, keeps systems updated, and handles the repetitive but critical work that keeps the business running smoothly.
This is an integrator role, not a visionary role. You will not be setting strategy. You will be executing it with precision, consistency, and reliability. If you thrive on making order out of chaos and get satisfaction from a clean tracker and a zero-item follow-up list, this is your role.
What You Will Do
Operations & Systems Management
- Own and maintain internal trackers, dashboards, and operational documents (Google Sheets, ClickUp)
- Keep project management systems up to date: task statuses, deadlines, assignments
- Follow and execute SOPs for recurring operational workflows
- Handle repetitive processes that need to be done correctly and on time, every time
- Flag process breakdowns or bottlenecks to leadership before they become problems
Financial Administration
- Process and track invoices, contractor payments, and expense reconciliation
- Maintain financial trackers and ensure records are accurate and current
- Coordinate with accountants or bookkeepers on recurring financial tasks
- Prepare basic financial summaries and reports as needed
Client Coordination & Communication
- Draft and send routine client communications (onboarding emails, follow-ups, scheduling)
- Collect onboarding materials from new clients using standardised processes
- Update onboarding trackers and ensure nothing is missed during client setup
- Monitor and flag client messages that need leadership or media buyer attention
- You do not own client relationships. You execute the communication tasks that support them.
Administrative & Calendar Support
- Manage calendar scheduling for leadership (meetings, reviews, calls)
- Handle meeting logistics: agendas, pre-reads, room links, follow-up action items
- Format and organise documents, presentations, and internal reference materials
- Coordinate across team members to chase deliverables and deadlines
Follow-Up & Accountability Support
- Track action items from meetings and ensure follow-through across the team
- Send non-enforcement follow-ups: reminders, nudges, status checks
- Maintain a running list of open items and surface anything at risk of slipping
- You are the person who remembers what everyone else forgot
What We Are Looking For
Required:
- 2+ years of experience as an Executive Assistant, Operations Coordinator, or similar role in a fast-paced environment (agency experience is a strong plus)
- Exceptional organisational skills you naturally build systems, checklists, and trackers to stay on top of things
- Strong written English your emails and messages are clear, professional, and error-free
- Proficiency with Google Workspace (Sheets, Docs, Calendar, Drive), Slack, and task management tools (ClickUp, Asana, or similar)
- Ability to work independently without constant direction you see what needs to be done and do it
- Comfort with financial administration: invoices, expense tracking, basic reconciliation
- Reliable, consistent availability during UK business hours (or significant overlap)
- Discretion and professionalism when handling sensitive business and financial information
What Sets You Apart:
- Experience in a digital marketing or media agency
- Familiarity with Google Ads, ecommerce, or performance marketing terminology (you don't need to be an expert, but understanding the context helps)
- Experience with ClickUp specifically
- You've previously supported a founder or small leadership team (under 20 people) where you wore many hats
- You are the type of person who builds a process the second time you do something manually
This Role Is NOT For You If
- You need to be told exactly what to do at every step
- You see admin work as beneath you this role is execution-heavy by design
- You are looking for a creative or strategic position
- You struggle to maintain consistency over time (anyone can be organised for a week; this role requires it permanently)
- You have difficulty managing multiple priorities without dropping things
