Executive Assistant

Role Overview

We are a digital growth marketing agency specializing in growing eCommerce brands by creating exciting, engaging, and personalized messaging across email, SMS, and paid channels. Our expertise in full-funnel marketing allows our clients to cultivate relationships with potential customers and build lasting relationships with current customers to create lifetime value.

We are seeking a highly organized, detail-obsessed Executive Assistant to support our leadership team and sales/operations functions. This role is critical to ensuring seamless coordination across audit preparation, client onboarding, sales handoffs, and internal project execution. You will serve as a central point of communication between clients, internal teams, and leadership, ensuring timelines are met, expectations are clear, and operations run smoothly.

This role is ideal for someone who thrives in a fast-paced environment, communicates clearly and effectively, and maintains exceptional attention to detail while juggling multiple projects.

Key Responsibilities

Audit Prep & Access Coordination

• Coordinate with clients to secure required permissions, platform access, and data prior to audits.
• Track and verify that all access is complete before audit kickoff.
• Proactively identify missing items and follow up to prevent delays.

Audit & Lead Communication

• Schedule and coordinate all audit calls with internal leads and clients.
• Serve as the primary point of contact for leads during the audit scheduling process.
• Provide clear, timely communication to ensure all participants are informed and prepared.

Onboarding Coordination

• Schedule kickoff calls for newly signed clients, ensuring all necessary team members are present.
• Facilitate smooth handoff communication between the sales team and onboarding team.
• Help create the onboarding deck used for all new client kickoff calls, ensuring accuracy, clarity, and consistency.
• Ensure all onboarding documentation, forms, and client information are accurately captured and accessible.

General Administrative Support (Sales & Onboarding)

• Track and manage audit and onboarding timelines, ensuring milestones and deadlines are consistently met.
• Communicate with internal teams and clients to address scheduling conflicts, delays, and changes.
• Provide ad-hoc administrative support to the sales and onboarding teams as needed.

Leadership & Project Support

• Support the leadership team with operational projects, documentation, and coordination outside of sales/onboarding.
• Assist with internal initiatives, meeting prep, and follow-through on action items to ensure accountability and momentum.

Qualifications

• 2+ years in an administrative, operations, EA, or project coordination role (agency or client-facing experience needed).
• Exceptional attention to detail — accurate, structured, and thorough in every interaction.
• Strong organizational and time-management skills; able to manage multiple projects with calm efficiency.
• Excellent written and verbal communication skills.
• Tech-savvy and comfortable navigating common business tools, CRMs, and project management platforms.
• High level of professionalism, discretion, and reliability.
• Must be available to work U.S. Mountain Time (9am–5pm

What Success Looks Like

• Zero dropped balls — access, timelines, documentation, and communication are consistently tight and organized.
• Audit and onboarding processes run smoothly, with minimal delays and proactive communication.
• Leadership feels supported with reliable project coordination and follow-through.
• Internal teams experience clarity and alignment because details are captured and communicated accurately.
• Clients feel guided, informed, and supported from the moment they sign.