Executive Assistant to the CEO of a Boutique Marketing Agency

I’m seeking a highly organized and proactive Executive Assistant to support me directly in my role as CEO of a boutique marketing agency. I am a Romanian living in Spain, and my clients are based in the USA. My team operates remotely from various locations. The ideal candidate will be a detail-oriented multitasker with excellent communication skills and the ability to manage a variety of administrative tasks efficiently. This role involves managing both professional and personal tasks, ensuring smooth day-to-day operations.

Key Responsibilities

Inbox Management:

Monitor and manage my personal and professional inboxes.

Check for new messages, forward to relevant team members, and prioritize and organize replies.

Calendar Management:

Schedule and organize calendar events, including finding appropriate times, creating events, and sending invites.

Organize and maintain my calendar by week and day, including personal events.

Meeting Support:

Summarize meeting notes and assign tasks to team members.

Ensure follow-up on action items and track progress.

Bookkeeping:

Enter vendor invoices in Xero and save them in Google Drive.

Perform reconciliation between payments and invoices.

Prepare statements for the accountant.

Research:

Conduct various research, such as finding software vendors, agencies, travel planning, etc.

Post job adverts, source, and screen candidates for open positions.

• Proven experience as an Executive Assistant or similar role.
• Proficiency with Google Workspace (Gmail, Calendar, Drive) and Xero.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Ability to handle confidential information with discretion.
• Proactive and able to anticipate needs and provide solutions.
• Must be able to work European hours like 10am-6pm CET

Stable work

Remote-first culture: work from anywhere, flexible working hours

Career growth opportunities

Paid time off