Agency Operations & Project Specialist (Executive Assistant)

Job Details:
- Role: Agency Operations & Project Specialist (Executive Assistant).
- Schedule: Full-Time (40 hours/week), 9:00 AM – 5:00 PM EST, Monday–Friday.
- Location: Remote (Open to Global Candidates working US Eastern Time Zone hours).
- Compensation: $7–$11/hr (Estimated monthly: $1,212–$1,905).
- Tags: Mid-Senior level, Administrative & Operations, Project Management, Marketing & Advertising.

Key Responsibilities:
- Serve as the operational backbone for leadership, aligning calendars, executive priorities, and client project timelines.
- Attend key strategic calls, capture critical context, and extract actionable next steps immediately after meetings.
- Maintain and update open deliverables in agency project management systems to track cross-functional deadlines.
- Act as the primary enforcer of accountability, proactively following up with internal team members on pending deliverables.
- Ensure all client commitments, promises, and follow-up tasks are cataloged accurately within the company CRM.
- Support executive email workflows by monitoring CC'd communications, flagging high-priority requests, and driving daily open loops to completion.
- Streamline routine operational processes to maximize leadership focus on agency growth and client success.

Required Qualifications:
- Proven experience operating within a fast-paced agency environment (digital, marketing, or creative agencies preferred).
- Near-native spoken and written English skills with exceptional clarity, natural phrasing, and high US cultural fluency.
- Deep familiarity with agency task-tracking systems and CRMs such as Function Point, Asana, Monday.com, or ClickUp.
- Strong business literacy with the ability to synthesize unstructured meeting discussions into structured, prioritized action plans.
- Strict adherence to US Eastern Time Zone hours (9:00 AM – 5:00 PM EST, Monday–Friday) and daily morning team check-ins.
- A professional on-camera demeanor, dependable remote setup, and high-speed internet connectivity.

Preferred Qualifications:
- Direct experience supporting agency founders or C-suite executives across multiple brand accounts simultaneously.
- Advanced familiarity with Google Workspace, Microsoft suite, and tools like HubSpot or Salesforce.

Location: Remote - GMT-06:00 to GMT-04:00

Skills required for this job:

• Agency management
• Customer relationship management (CRM)
• Executive support
• Google Workspace
• Microsoft 365