Executive Assistant / Operations Coordinator (Digital Marketing Agency)

EXECUTIVE ASSISTANT / OPERATIONS COORDINATOR (Digital Marketing Agency) ============================================= ABOUT US We are a growing digital marketing agency serving clients primarily in the US and Canada. Our team specializes in Google Ads, Meta Ads, SEO, and web design. We are looking for a highly organized and proactive Executive Assistant / Operations Coordinator to work directly with the founder and help keep projects, client communication, reporting, and administrative tasks running smoothly. This role has significant long-term growth potential and could evolve into an Account Manager or Operations Manager position. RESPONSIBILITIES ============================================= OPERATIONS & PROJECT MANAGEMENT • Maintain task boards in ClickUp or similar tools. • Create and assign tasks based on meetings and discussions. • Follow up with team members to ensure deadlines are met. • Document and improve processes. • Keep projects organized and moving forward. CLIENT COMMUNICATION • Draft emails and follow-up messages. • Schedule meetings and manage calendars. • Prepare meeting agendas and summaries. • Ensure client requests are communicated internally. • Help maintain excellent client relationships. REPORTING • Prepare weekly and monthly reports. • Gather data from Google Ads, Meta Ads, GA4, and other platforms. • Organize presentations and documents. ADMINISTRATIVE SUPPORT • Create and track invoices. • Maintain spreadsheets and documents. • Organize files and records. • Assist with miscellaneous tasks that help the founder stay focused. AI & PRODUCTIVITY • Use ChatGPT and AI tools to improve efficiency. • Create SOPs and documentation. • Summarize meetings and action items. • Identify opportunities to streamline processes. REQUIREMENTS ============================================= MUST HAVE ✓ Excellent written and spoken English. ✓ Strong organizational skills. ✓ High attention to detail. ✓ Ability to manage multiple priorities. ✓ Good knowledge of Google Docs, Sheets, and Gmail. ✓ Comfortable learning new software and AI tools. ✓ Reliable internet connection. ✓ Ability to work independently and take ownership. NICE TO HAVE • Experience with ClickUp, Asana, Monday.com, or Trello. • Experience working with digital marketing agencies. • Familiarity with Google Ads, Meta Ads, SEO, or GA4. • Experience using ChatGPT and AI tools. • Experience with invoicing and bookkeeping. WHO WILL THRIVE IN THIS ROLE ============================================= You are: • Proactive and resourceful. • Comfortable working independently. • Able to take ownership and solve problems. • Interested in growing into an Operations Manager or Account Manager role. • Looking for a long-term opportunity rather than short-term freelance work. • Excited to work closely with the founder and help build systems and processes. INITIAL ENGAGEMENT ============================================= • 10-20 hours per week initially. • Opportunity to increase to full-time. • Long-term growth opportunity for the right candidate. • Flexible working hours with some overlap with North American business hours. TO APPLY, PLEASE ANSWER THE FOLLOWING ============================================= 1. Tell us about your experience supporting founders, agencies, or small businesses. 2. Which project management tools have you used? 3. Which AI tools do you use regularly? 4. How do you keep track of multiple tasks and deadlines? 5. What timezone are you in and what hours are you available? 6. Why are you interested in this role? 7. Please provide a short Loom video (2-3 minutes) introducing yourself and explaining why you would be a good fit. IMPORTANT ============================================= To confirm that you have read the entire job description, please begin your application with the words: "Growth Partner" Applications that do not include this phrase may not be considered. LONG-TERM OPPORTUNITY ============================================= We are looking for someone who wants to grow with the business. This is not simply a virtual assistant position. For the right person, this role can evolve into an Account Manager or Operations Manager position with increasing responsibility over time.