Admin Assistant - Digital Marketing

Job Order: Executive Assistant

Industry: Digital Marketing Services / IT Services Work Setup: Remote

Reports To: Managing Director

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Managing Director of a Digital Marketing Services firm. The Managing Director oversees technical strategy, client relationships, revenue growth, and service delivery across multiple digital campaigns.

This role is critical in ensuring day-to-day operational efficiency, streamlining communication, managing priorities, and providing strategic administrative support. The ideal candidate is someone who can anticipate needs, manage competing priorities, and act as a trusted extension of the Managing Director.

Executive and Administrative Support

• Provide high-level administrative support to the Managing Director on a daily basis
• Manage and optimize calendars, including scheduling internal meetings, client calls, and leadership syncs
• Handle call management, meeting reminders, and follow-ups
• Prepare meeting agendas, take minutes, and track action items to completion
• Support client onboarding processes and ensure all documentation is complete
• Act as a liaison between the Managing Director and clients when needed
• Maintain accurate records of client interactions, updates, and deliverables

Operations and Coodination

• Coordinate with internal teams (Marketing, Tech, Sales, Operations) to ensure alignment on priorities
• Assist with process documentation and SOP updates
• Support special projects related to digital marketing campaigns, service delivery, or internal improvements

Reporting and Documentation

• Prepare reports, summaries, and presentations as requested
• Organize files, contracts, proposals, and campaign documents
• Maintain confidentiality of sensitive business and client information

Required Skills

• Proven experience as an Executive Assistant, Virtual Assistant, or similar role supporting senior leadership
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Background or familiarity with Digital Marketing, IT services, or agency environments
• Experience supporting founders, managing directors, or executives handling multiple campaigns
• Basic understanding of lead generation, client pipelines, and campaign workflows
• Experience with tools such as Google Workspace, Slack, Zoom, project management tools (Asana, ClickUp, Trello), and CRM systems
• Ability to work independently with minimal supervision
• High level of professionalism, discretion, and attention to detail

Device Requirements

• Processor: Intel iCore i5 / Ryzen 5 or higher
• RAM: 16GB or more
• Setup: Dual Monitor
• Operating System: Windows 11
• Accessories:
  • Noise-canceling headset
  • High-quality camera (HD or better)
• Internet: Stable high-speed connection with backup

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