Executive Virtual Assistant / Agency Operations & Project Coordinator

Executive Virtual Assistant / Agency Operations & Project Coordinator We are a fast-paced, full-service marketing, advertising, and public relations agency looking for an exceptional Executive Virtual Assistant / Agency Operations & Project Coordinator to become a true right hand to our President and executive team. This is not a traditional virtual assistant role focused primarily on administrative tasks. We are looking for someone highly organized, proactive, resourceful, and confident who can help us manage the moving pieces of a busy agency, keep projects progressing, support our leadership team, and make sure nothing falls through the cracks. Our agency provides comprehensive marketing solutions for our clients, including branding, creative, social media, content, digital marketing, public relations, website development, video, email marketing, advertising, strategy, and more. Because we work across multiple departments and clients simultaneously, strong organization, communication, follow-through, and project management are critical. What You’ll Do You will work directly with the President, directors, and team members across the agency to help coordinate priorities, projects, deadlines, and day-to-day execution. Responsibilities will include: -Serve as a right hand to the President and executive team -Manage and maintain our project management system and ensure projects, tasks, deadlines, assignments, and priorities are kept current -Follow up with team members to keep projects moving and ensure deadlines and deliverables are met -Help coordinate projects across our creative, content, social media, digital, PR, website, and other marketing departments -Monitor open tasks and proactively identify anything that is delayed, missing, or needs attention -Help organize priorities for the executive team and communicate them clearly to the appropriate team members -Coordinate communication between departments and make sure everyone has the information they need to execute -Assist with client-related projects, internal initiatives, meetings, and follow-up -Prepare agendas, organize action items, document next steps, and ensure follow-through after meetings -Help improve workflows, processes, organization, and accountability across the agency -Keep leadership informed without requiring us to constantly check the status of every project -Handle additional executive and administrative responsibilities as needed Who We’re Looking For The ideal person naturally takes ownership. You notice what needs to happen next, follow through without being reminded, and are comfortable working with multiple personalities, departments, priorities, and deadlines. You should be: -Extremely organized and detail-oriented -Proactive rather than reactive -An excellent communicator -Confident following up with team members and holding people accountable in a professional way -Comfortable managing multiple projects at the same time -Able to distinguish between what is urgent, what is important, and what can wait -Resourceful and able to solve problems independently -Tech-savvy and comfortable learning new platforms quickly -Experienced with project management systems, Google Workspace, email marketing platforms such as Constant Contact and similar, WordPress (simple editing), and remote teams. JotForm, SurveyMonkey, Figma a plus. -Comfortable working directly with executives and senior-level team members -Dependable, responsive, and highly accountable -Someone who takes pride in making an organization run more smoothly -Experience working with a marketing agency, advertising agency, creative agency, PR firm, marketing department, or similar professional-services environment is a plus. What Success Looks Like We want someone who eventually knows our agency, clients, team, priorities, and workflow well enough to anticipate what needs attention before being asked. The right person will help create structure around a very active agency environment. Projects stay organized. Team members know what they are responsible for. Deadlines are followed up on. Leadership has visibility into what is happening. Loose ends get closed. Ultimately, we are looking for someone who becomes an integral part of our team and a trusted operational partner to our leadership. To Apply Please tell us: -Your experience supporting executives and/or managing teams and projects. -Whether you have worked for a marketing, advertising, PR, creative, or digital agency or department. -Which project management platforms you have used, if any. -How you typically keep multiple people, projects, and deadlines organized. -Your availability and preferred working hours. -Why you believe you would be exceptional in this particular role. Please do not send a generic proposal. We would love to hear specifically about your experience and why this position is a strong fit for you. We are looking for someone interested in developing a long-term working relationship and becoming an important part of our team.