Secretary / Executive Assistant

• Executive SupportManage the Owner's calendar, appointments, meetings, and travel arrangements.
• Prioritize and coordinate daily activities to maximize productivity.
• Prepare agendas, meeting notes, follow-ups, and action-item tracking.
• Screen emails, messages, and communications, responding where appropriate.
• Act as a gatekeeper while ensuring important matters receive timely attention.
• Business OperationsAssist with project coordination across internal teams and clients.
• Track deadlines, deliverables, and business priorities.
• Prepare reports, presentations, proposals, and business documents.
• Maintain SOPs, internal documentation, and process workflows.
• Support agency planning, goal tracking, and operational initiatives.
• Client & Stakeholder ManagementCoordinate meetings with clients, partners, and vendors.
• Follow up on outstanding tasks, approvals, and action items.
• Help maintain strong client relationships through professional communication.
• Ensure seamless communication between the Owner and agency leadership.
• Administrative SupportManage expenses, invoices, subscriptions, and basic bookkeeping coordination.
• Organize digital files, contracts, and confidential documents.
• Conduct research on competitors, industry trends, tools, and opportunities.
• Handle ad hoc administrative and personal assistance tasks as needed.
• QualificationsExcellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple priorities with minimal supervision.
• High level of discretion and confidentiality.
• Proficiency with Google Workspace, Microsoft Office, and project management tools.
• Strong attention to detail and problem-solving skills.
• Preferred SkillsFamiliarity with CRM systems, marketing tools, and agency workflows.
• Experience using tools such as Asana, ClickUp, Monday.com, Notion, Slack, HubSpot, or similar platforms.
• Basic understanding of digital marketing, lead generation, social media, and client service operations.
• Key CompetenciesExceptional attention to detail
• Proactive problem-solving
• Strong follow-through and accountability
• Professional communication skills
• Adaptability in a fast-paced environment
• Critical thinking and sound judgment
• Success MetricsOwner's schedule and priorities are managed effectively.
• Meetings, projects, and deadlines are executed on time.
• Internal and client communications are handled professionally.
• Operational bottlenecks are identified and resolved proactively.

Administrative processes run smoothly with minimal oversight.