Executive Assistant (Remote)

About the role:

Seeking an Executive Assistant who can thrive in ambiguity and pressure. You’ll juggle calendars, contracts, inboxes, and life admin with little warning or perfect instructions. Weeks will run long, and demands will shift quickly. Low ego, high discernment. Expect moving targets, shifting priorities, and long hours some weeks. You must thrive in ambiguity and act without waiting for perfect instructions.

We are a high-growth company operating in regulated categories (health & wellness D2C and retail cannabis). Expectations are high, but so is our support — we’re a friendly, understanding team that values clear communication, good humor, and people who bring order to chaos.

Responsibilities:

Executive special project management:

• Efficiently manage and coordinate project timelines, tasks, and deadlines on Asana to facilitate smooth workflow and ensure timely completion of client deliverables.

Slide presentations / call agendas:

• Assist the executive in the preparation of presentations and project-related materials to support leadership in client acquisition and retention.
• Draft call agendas and call plans.

Contracts:

• Update and format contracts based on the client feedback, summarize client redlines, send contracts for signature, and follow up on contract signing requests.

Executive email management:

• Manage executive emails according to email GPS system.
• Respond to emails, confirm receipts, summarize for executive, draft responses for executive review, etc.
• Translate email requests to tasks in Asana

Executive calendar management and scheduling

• Schedule and organize meetings, appointments, and travel arrangements for management, ensuring efficient communication and time management.
• Coordinate call times via email and phone, confirm attendees.
• Assist with ad-hoc administrative tasks and projects to support the overall efficiency and productivity of the marketing agency.

Organization:

• Organize project assets, such as video, graphics, logos, into folders on our company shared drive

Hiring:

• Review applicants for open positions and shortlist based on hiring criteria
• Coordinate meeting times, applicant surveys, and hiring phases

Executive social media:

• Post, comment, and engage with followers and prospects on social media
• Flag interesting and/or poignant content for repurposing

Internet research:

• Research vendors, prospects, and other relevant companies/contacts. Summarize findings in documents and/or spreadsheets depending on the needs of the project.

Ancillary life admin as needed:

• Doctors appointments
• Travel planning
• House-sitting

Nice to have, but not required:

• Located in Phoenix Arizona
• Ability to travel as need for event planning and executive support

Tech stack knowledge requirements:

• Apple Mac operating system: Proficiency with Mac workflows including shortcuts, hotkeys, gestures, desktop management and window management.
• Slack

Additional tech stack experience desired in the following:

• Project Management Software: Proficiency in utilizing Asana (or its equivalent) for task management, project coordination, and team collaboration.
• Google Workspace: Familiarity with Google Workspace (Gmail, Google Docs, Google Sheets, Google Slides, Google Drive) for seamless communication, document sharing, and team organization.
• Email management: Superhuman.ai 
• Google Calendar.
• CRM.
• Ability to set up and maintain efficient workflows in Asana and Google Workspace to boost productivity and streamline project management processes.
• Comfortable working with digital tools and platforms, with a quick learning ability to adapt to new technologies within the digital marketing environment.
• AI Tools (ChatGPT/Gemini).

Work Type:

• Full-time (40 hours per week).
• US Hours (EST/PST).