Executive Administrative Assistant

Employer based in · Remote

Hiring talent from: all countries

Executive Administrative Assistant (VA2) • Email Management - Filtering, categorization and cleanup • Calendar management - Schedule meetings, send invites and reminders • Client Care - Follow-up, sending thank you, gifts and other reminder emails • Manage and organize files (Google sheet and Google drive) • Creating basic reports - weekly, monthly and annual reports, deliverables and sales • CRM Management - Data entry, clean up, updating notes and information • Taking down notes for minutes of meetings • Personal errands - Purchasing gifts and groceries online • Travel coordination - Hotel and Flight Booking Key Responsibilities Inbox and Communication Support • Monitor and organize the owner's business email inbox. • Monitor and organize the team group business email inbox. • Identify urgent, client-facing, internal, and low-priority emails. • Draft email replies for review when appropriate. • Route client questions to the correct internal team member. • Flag important client requests, deadlines, approvals, and issues. • Help ensure client emails do not get buried or missed. • Maintain clear notes on client communication history when needed. Client and Team Coordination • Convert client requests into clear ClickUp tasks. • Assign tasks to the appropriate team member based on direction or existing workflow. • Add due dates, priority levels, descriptions, links, and relevant context to tasks. • Follow up with team members on unclear or blocked tasks. • Help make sure client requests are tracked in the proper place rather than living only in email. • Assist with internal handoffs between the owner and team members. ClickUp and Project Management • Keep ClickUp organized and up to date. • Create, update, and assign tasks. • Add comments, checklists, files, and links to tasks. • Monitor task statuses and identify anything stuck, overdue, or missing information. • Help build repeatable task templates over time. • Support the owner in maintaining visibility across client work. Campaign Research and Idea Support • Research campaign ideas, competitor examples, creative inspiration, marketing tools, content angles, and industry trends. • Compile findings into clear summaries. • Organize useful links, screenshots, examples, and notes. • Help prepare research that the owner or team can use for campaign planning. • Compare tools, software, vendors, or platforms when requested. Reporting and Administrative Support • Pull reports from marketing platforms, dashboards, spreadsheets, or client tools as directed. • Organize reporting data into a clear format. • Help prepare weekly or monthly client reporting materials. • Update trackers, spreadsheets, and internal documentation. • Support general administrative tasks as needed. SOP and Documentation Support • Help document recurring processes as SOPs. • Turn Loom videos, notes, or verbal instructions into step-by-step documentation. • Maintain an internal SOP library. • Identify repeatable tasks that should be documented. • Improve SOPs as workflows evolve. Required Skills • Excellent written & verbal English communication. • Excellent organization and attention to detail. • Comfortable managing email, tasks, documents, and spreadsheets. • Experience with project management tools, preferably ClickUp. • Ability to follow instructions carefully and ask good clarifying questions. • Strong research skills. • Ability to summarize information clearly. • Comfortable working with Google Workspace. • Trustworthy, discreet, and professional when handling client information. • Able to work independently and proactively. Preferred Experience • Experience supporting a marketing agency, creative agency, or service business. • Experience with ClickUp, Gmail, Google Drive, Google Sheets, Loom, and reporting dashboards. • Familiarity with marketing campaigns, social media, paid ads, email marketing, SEO, websites, or client reporting. • Experience creating SOPs or process documentation. • Experience working with US-based clients or teams. Success Metrics The person in this role will be successful if: • Fewer important emails are missed. • Client requests are consistently converted into ClickUp tasks. • Tasks have clear owners, due dates, and context. • The owner spends less time on administrative follow-up. • Research is organized and useful. • Reports are pulled accurately and on time. • SOPs are created for recurring tasks. • The agency's operations become more organized over time. Working Style We are looking for someone who is calm, organized, detail-oriented, and proactive. The ideal candidate does not wait for every instruction but also does not make major decisions without approval. They should be comfortable asking, Should I turn this into a task? or Who should own this? while gradually learning the agency's workflows. Example Tasks • Review the owner's inbox and flag urgent client emails. • Draft a response to a client question for review. • Create a ClickUp task from a client request. • Research campaign ideas for a client in a specific industry. • Pull weekly performance numbers from a dashboard. • Update a spreadsheet or reporting tracker. • Watch a Loom video and turn it into an SOP. • Follow up with team members about Blocked tasks. • Organize files, links, and notes for a client project. • Update CRM (Highlevel) Tools Used • Gmail / Google Workspace • ClickUp • Google Drive • Google Docs • Google Sheets • Loom • Marketing dashboards and reporting tools • AI tools, as approved by the company Important Note This role requires handling sensitive client and company information. The selected candidate must follow company security procedures, use approved accounts only, and maintain confidentiality at all times. Company Overview Swell Marketing Agency helps clients grow through strategic marketing campaigns, creative execution, reporting, and ongoing account management. We are looking for a highly organized Virtual Assistant / Marketing Operations Coordinator to support the agency owner and internal team with communication management, research, task coordination, reporting, and administrative operations. This role is ideal for someone who is detail-oriented, proactive, comfortable working inside project management tools, and able to help create structure where there currently may not be a formal process. Role Overview The Administrative Assistant will help reduce administrative load for the agency owner by managing inbound information, organizing tasks, scheduling meetings, supporting client communication workflows, assisting with campaign research, pulling reports, and keeping ClickUp updated. This person will not be expected to make final strategic decisions, but they should be able to organize information, draft responses, identify next steps, and keep work moving across clients and team members. TOOLS Google Workplace (Docs, Sheets, Slides, Email, Drive, Meet) Zoom HighLevel MS Office ClickUp, Wordpress, Google Analytics, Google Console a plus, but not required  open to paying more for a highly experienced candidate 10$ Full-time Working schedule Monday - Friday 9am - 6pm Central Time To be replaced: Dick Jose Advincula Santos Schedule notes: FI Schedule: Wednesday, July 8th at 11:30 AM CST JD Link: https://docs.google.com/document/d/1bpCcVxHpngo5NGNZPPhyYyYmA_LbCbmQaWm4bOnPKKI/edit?tab=t.0#heading=h.70u2lmxmh44x