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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.
