Looking for: Executive Assistant (Admin & Marketing Support)
Role Overview:
We are an early-stage startup building an innovative consumer technology product for women (currently in stealth mode). The founder is seeking a highly proactive, resourceful, and tech-savvy Executive Assistant & Marketing Coordinator to provide high-level administrative, operational, and marketing support.
This role is ideal for someone who thrives in fast-paced, ambiguous startup environments and enjoys wearing multiple hats from executive support to content creation and growth marketing. You will work closely with the founder in a high-touch, collaborative setting and play a key role in helping scale the business.
Scope of Work:
- Executive & Administrative Support
- Calendar management and scheduling (via Calendly)
- Meeting coordination, summaries, and follow-ups
- Inbox and communication support (LinkedIn, email, WhatsApp)
- Contact management and follow-up tracking (post-events, networking)
- Travel planning and logistics for conferences and startup events
- Research and application for exclusive industry events (e.g., tech weeks, private founder/investor gatherings)
- Marketing & Content Support
- Develop and manage a LinkedIn content calendar (5 posts/week)
- Draft thought leadership posts aligned with the founder’s voice
- Schedule and prepare approved content for publishing
- Engage with target audiences (comments, outreach, growth strategies)
- Support long-form content creation (articles, PR-style pitches, founder storytelling)
- Assist in building early-stage brand presence across:
- LinkedIn (primary focus)
- TikTok, Instagram, Facebook (secondary, longer-term)
- Email Marketing & Investor Communications
- Create and format investor and company update newsletters
- Ensure cross-device compatibility (especially Apple devices)
- Test and optimize email deliverability and formatting
- Maintain and grow contact lists (investors, partners, founders)
- CRM & Systems Setup
- Research, recommend, and help implement a lightweight CRM solution
- Organize and maintain contact databases and communication pipelines
- Assist in setting up scalable marketing and communication systems
- File & Data Management
- Organize Google Workspace files and folders
- Maintain and update investor data room
- Ensure proper handling of sensitive and confidential documents
- Bookkeeping Support
- Track and categorize expenses in spreadsheets
- Maintain basic financial records and monthly reconciliations
- Assist with expense reporting and ledger upkeep
- Event & Networking Support
- Identify relevant startup, investor, and tech events
- Monitor platforms (e.g., event apps, WhatsApp groups, private lists)
- Apply/register for events and manage attendance logistics
- Maintain event calendars and schedules
- AI & Productivity Enablement
- Use AI tools (within approved private environments only) to:
- Draft content
- Summarize meetings
- Assist with research and workflows
- Continuously suggest process improvements and efficiencies
Qualifications:
- Required
- Strong written and spoken English (exceptional writing skills required)
- Experience as an Executive Assistant, Virtual Assistant, or similar role
- Background in marketing, content creation, or social media management
- Highly organized with strong attention to detail
- Proactive, resourceful, and able to anticipate needs
- Comfortable working in a fast-changing, ambiguous startup environment
- High level of professionalism and confidentiality
- Preferred
- Experience supporting founders or startup teams
- Familiarity with LinkedIn growth and personal branding strategies
- Basic bookkeeping or expense tracking experience
- Experience with CRM tools and email marketing platforms
- Experience attending or supporting tech/startup events
- Work Style Fit
- Thrives in dynamic, non-repetitive work
- Open to feedback and iterative content refinement
- Comfortable with daily collaboration and real-time communication
- Curious, adaptable, and excited about building from the ground up
Tools Required / Preferred:
- Google Workspace (Docs, Sheets, Drive, Gmail, Google Meet)
- Calendly
- Canva
- LinkedIn (content + engagement)
- WhatsApp (communication)
- AI tools (private environments only):
- ChatGPT (Teams/Private)
- Google Gemini
- (Optional) Claude
- Pitchwell (or similar PR/pitch tools)
- CRM tools (e.g., HubSpot or lightweight alternatives – to be determined)
- Basic spreadsheet/accounting tools
Shifts & Hours:
- Initial: Starting with 25–30 hours per week; fixed schedule (overlapping hours with the founder (U.S. time zones))
- Potential: Transition to full-time (40 hours/week)
- Availability for daily check-ins and real-time collaboration
Target Start Date:
- Flexible (not urgent) — hiring will prioritize best-fit candidate over speed