Executive Assistant & Analyst for CMO

AI-Fluent · Excel Power User · Detail-Obsessed · Long-Term Full-Time The Role Our boss is a Los Angeles based Chief Marketing Officer, and we’re hiring one person to be his right hand and his analyst. You’ll handle the operational load of his day — inbox, calendar, vendors, agencies, follow-ups, phone calls on his behalf — and also do real analytical work: tracking channel performance, reconciling books, running payroll, and building Excel models that show what’s actually happening in the numbers. This is not a “virtual assistant who schedules things” role. It’s a role for someone who can be handed a messy set of transactions or a month of campaign data and come back with a clean analysis and a note about the three things that don’t add up. His calendar is dense and his travel is frequent, so we need someone who can act without waiting to be asked twice. Above all, we want someone who works like one person with leverage rather than one person with a long to-do list. If a task happens more than twice, you should be thinking about how to make it happen automatically the third time. What You’ll Do • Manage calendar, inbox, correspondence, and travel • Place and take calls with US-based parties — agencies, vendors, media partners, finance — during US business hours • Support the sales team: track pipeline and activity, keep the CRM clean, chase updates, flag deals going quiet • Monitor marketing channel performance: pull numbers across paid, organic, email, and social; track spend against budget; calculate CAC, ROAS, conversion rates, and channel efficiency • Produce a weekly performance report for the CMO — what moved, what didn’t, what you recommend doing about it • Automate the recurring work: reporting pulls, data hygiene, handoffs, notifications, intake forms, approval routing, status updates • Bookkeeping: categorization, reconciliations, AP/AR tracking, month-end close support • Process payroll accurately and on schedule • Build and maintain Excel workbooks: pivot tables, lookups, variance analysis, budget and cash-flow tracking • Forensic-style review: trace discrepancies, identify duplicate or misclassified entries, document findings • Run projects end to end — timelines, owners, dependencies, chasing people until things ship • Coordinate creative and campaign assets so nothing gets lost between agency, team, and deadline AI Fluency — This One Matters We use AI heavily and we want someone who already does too. • You know which tool fits which job. An agentic coding tool like Claude Code when the task is scripts, data pipelines, or anything that touches a repo. An agentic work tool like Claude Cowork when it’s documents, spreadsheets, research, and multi-step office work. A plain chat window when you just need an answer. Picking wrong wastes hours, and we’d rather not explain the difference. • You can write a real prompt. Not “summarize this.” We mean prompts with structured context, explicit constraints, worked examples, a defined output format, and a verification step — the kind that does four hours of work in twenty minutes and comes back in a format you can actually use. • You verify AI output. You know where these tools fail: invented figures, confident wrong math, silently dropped rows. Nothing goes to the CMO unchecked. • Familiarity with MCP connectors, custom instructions, projects, and agentic workflows is a strong plus. Automation Mindset • Fluent in Microsoft Power Automate — cloud flows, connectors, approvals, scheduled runs, and error handling. Power Apps or Power BI experience is a bonus. • Also fluent in Zapier, Make, or n8n — you’ve built multi-step automations that survived contact with reality • Comfortable with scripting for data work: Python, Office Scripts, Google Apps Script, or Excel VBA • API basics: you can read documentation, authenticate, and pull data without asking an engineer • You document what you build, so it doesn’t break the day you’re on holiday • You instinctively ask: does a human need to touch this at all? What Else We Need • Written and spoken English at a native or near-native level. You’ll draft emails sent under his name and speak with US agencies, vendors, and partners by phone. British English spelling and conventions preferred. • A reliable way to call the US. Your own VoIP line, Skype number, or similar — plus stable internet and a quiet space for calls. Tell us what you use. • Broad tool fluency. Microsoft 365 (Excel, Outlook, Teams, SharePoint, Power Platform), Google Workspace, project tools (Asana/Notion/ClickUp/Monday), CRM (HubSpot/Salesforce), analytics (GA4, Meta Ads Manager, Google Ads), accounting software (QuickBooks/Xero) • Advanced Excel. Not “I know Excel.” We mean pivot tables, INDEX/MATCH or XLOOKUP, conditional logic, data cleaning, and building a model someone else can read. • Accounting fundamentals. You know debits from credits and why a reconciliation matters. • Meticulous by default. You check your own work before it reaches him. Errors are rare and you catch them yourself. • Discretion. You’ll be near sensitive financial, contractual, and pre-launch campaign information. • Marketing or agency-side experience is a plus, not a requirement. Schedule — Read This Carefully This role runs on Los Angeles time (Pacific). Don’t apply unless this genuinely works for your life. • Core hours: 40–48 hours per week aligned to Pacific business hours • On-call: Monday–Friday, 24 hours. Urgent matters surface at any hour and need a response • Weekends: 8 hours total, roughly 4 hours Saturday and 4 hours Sunday • You must be reachable and responsive during Pacific hours, not just during your own morning If you’re in South Asia, Africa, or Eastern Europe, this means working through your night on a sustained basis. Some people do this well for years. Most don’t. Be honest with yourself before applying — better to pass now than burn out in month three. Rate and Terms • Probationary period: 60 days at $3.00/hr • After 60 days: rate increases to $4.50/hr on satisfactory performance • 40–48 hours per week core, plus weekend coverage as described • Long-term position — we’re hiring for years, not months • Paid trial task before we begin • Start: [DATE] To Apply Skip the template cover letter — it’ll be closed unread. Instead: 1. Start your reply with the word “Ledger” so we know you read this. 2. State your city and current local time as you write, and confirm in one sentence that you can work Pacific hours and be on call. 3. Tell us how you’ll place calls to the US and what your internet setup is. 4. In 3–4 sentences, describe a time you found an error nobody else caught. What was it, and how did you find it? 5. Describe one automation you built — the problem, the tools, and roughly how much time it saves per week. If it was in Power Automate, say which connectors and triggers you used. 6. Paste the single best prompt you’ve ever written, and tell us what it produced. 7. List the accounting software, CRM, analytics, and project tools you’ve actually used, and for how long. 8. Attach or link one Excel file you built (sanitize any real data). 9. Record a 45-second voice note introducing yourself — a plain Loom or audio file is fine. Applications missing any of these won’t be reviewed. This is the first attention-to-detail test.