Executive Assistant

Job Description

About the Role :

We are seeking a highly organized and tech-savvy Executive Assistant to support our marketing and sales operations. In this role, you’ll manage key systems like HubSpot, coordinate content distribution, and help maintain strong client relationships. Working alongside AI tools such as ChatGPT and Claude, you will enhance efficiency and oversee the processes that keep our boutique consultancy running seamlessly. This position values reliability, organization, and a willingness to learn new tools over deep marketing expertise. We provide thorough training on our specific workflows.

Admin & Operations (40%)

Manage HubSpot contacts, deals, and basic workflows

Set up and send email campaigns using templates

Maintain an organized content calendar

Generate simple performance reports

Document processes to ensure consistency

Maintain a content database of previous materials

Build custom HubSpot workflows and reports (preferred)

Connect tools via Zapier and troubleshoot technical issues (preferred)

Marketing & Content Support (40%)

Schedule and publish content across LinkedIn, blog, and newsletters

Utilize AI tools to edit and format content

Upload and manage videos using basic editing tools such as OpusPro

Monitor content performance metrics

Ensure brand consistency following guidelines

Conduct A / B testing of email campaigns (preferred)

Create landing pages from templates (preferred)

Apply basic HTML / CSS knowledge with AI assistance (preferred)

Manage multiple email marketing platforms (preferred)

Client & Sales Support (20%)

Execute personalized outreach using templates and HubSpot sequences

Track lead engagement and flag cold leads for follow-up

Update CRM records after client interactions

Coordinate workshop logistics and prepare meeting materials

Identify successful sales patterns and suggest improvements (preferred)

Develop client-facing documents (preferred)

Requirements

Proficiency in Microsoft Office

Basic design skills for slides and graphics (PowerPoint, Canva)

Reliable internet and availability during US business hours

Experience with HubSpot and basic email marketing

Familiarity with LinkedIn workflows, list building, and lead management

Strong calendar and inbox management skills

Ability to manage follow-ups and coordinate events such as webinars and networking

Excellent written communication with attention to detail

Strong organizational skills and ability to document processes clearly

Polite persistence in following up without being pushy

Availability and amenability to work on a night shift schedule during US business hours

Reliable internet connection with stable bandwidth

Preferred Skills & Qualifications :

Experience drafting or polishing LinkedIn posts, newsletters, or outreach copy

Familiarity with automation tools like Zapier

Knowledge of social media scheduling platforms

Basic data analysis capabilities

Experience with content management systems (Squarespace, HubSpot CMS, WordPress)

Basic video editing skills

Google Analytics knowledge

Strong spoken English skills

Ability to identify leads, enrich contact data, and track industry trends

Benefits

WHAT WE OFFER :

• Work-from-home setup
• Great Place to Work-Certified Company
• Premium HMO
• Holistic employee experience
• Rewards and incentives
• Monthly engagement activities
• Career advancement opportunities
• Paid referral program

Requirements

Proficiency in Microsoft Office Basic design skills for slides and graphics (PowerPoint, Canva) Reliable internet and availability during US business hours Experience with HubSpot and basic email marketing Familiarity with LinkedIn workflows, list building, and lead management Strong calendar and inbox management skills Ability to manage follow-ups and coordinate events such as webinars and networking Excellent written communication with attention to detail Strong organizational skills and ability to document processes clearly Polite persistence in following up without being pushy Availability and amenability to work on a night shift schedule during US business hours Reliable internet connection with stable bandwidth Preferred Skills & Qualifications : Experience drafting or polishing LinkedIn posts, newsletters, or outreach copy Familiarity with automation tools like Zapier Knowledge of social media scheduling platforms Basic data analysis capabilities Experience with content management systems (Squarespace, HubSpot CMS, WordPress) Basic video editing skills Google Analytics knowledge Strong spoken English skills Ability to identify leads, enrich contact data, and track industry trends