Executive Assistant to CEO – Digital Marketing Agency
Keever SEO -
Core Responsibilities
Financial Operations
- Process payroll for team members using Wise and PayPal (bi-monthly and weekly schedules)
- Track payment schedules and ensure timely, accurate disbursements
- Maintain organized records of all transactions
Communication Management
- Manage and triage email inbox, flagging urgent items and drafting responses
- Monitor Slack channels daily, compiling critical messages and action items into digestible summaries
- Serve as a filter so only the most important communications reach the CEO
Vendor & Third-Party Coordination
- Communicate with vendors and third-party partners to ensure timely delivery of services
- Follow up on outstanding deliverables and hold external parties accountable
- Maintain relationships and serve as the primary point of contact for routine vendor matters
Project & Team Oversight (IMPORTANT)
- Review Asana regularly to assess employee engagement, task completion rates, and potential bottlenecks
- Provide weekly insights on team productivity and project health
- Flag overdue tasks or disengaged team members proactively
Client Intelligence (IMPORTANT)
- Analyze client reporting dashboards to identify accounts needing attention
- Create prioritized lists of at-risk clients or opportunities for outreach
- Track client health metrics and alert leadership to trends
Calendar & Travel Management
- Maintain optimal calendar balance between meetings and focused work time
- Manage scheduling across multiple time zones during frequent travel
- Proactively adjust availability settings and block appropriate work periods
- Coordinate travel logistics as needed
Systems & Process Optimization
- Identify inefficiencies and propose solutions
- Help streamline and standardize operations where possible
- Document processes and maintain SOPs
What We're Looking For
Required
- 3+ years of experience as an Executive Assistant, preferably supporting entrepreneurs or agency owners
- Proficiency with: Slack, Asana (or similar PM tools), Google Workspace, spreadsheets
- Experience with Wise, PayPal, or similar payment platforms
- Exceptional written communication skills
- Strong analytical abilities—you can look at data and extract meaningful insights
- Self-starter mentality with minimal need for direction
- Availability to overlap with US Eastern business hours
- Capabilities to use AI tools to improve work performance and speed.
Strongly Preferred
- Experience in digital marketing, SEO, or agency environments
- Familiarity with AI tools (ChatGPT, Claude, etc.) and enthusiasm for using them to work smarter
- Experience supporting executives who manage multiple businesses
- Background in creating reports, dashboards, or summaries from complex information
The Ideal Candidate
- Learns your preferences quickly and anticipates needs before being asked
- Thinks like a business partner, not just a task-completer
- Comfortable with ambiguity and shifting priorities
- Takes initiative to solve problems using whatever resources are available—including AI
- Communicates proactively and over-communicates when in doubt
What Success Looks Like
In 30 Days: You've mastered our communication tools, understand the rhythm of the business, and are independently managing email triage and calendar.
In 60 Days: You're providing weekly insights on team and client health, payroll runs without issues, and you've identified at least 2-3 process improvements.
In 90 Days: You're an indispensable partner who has meaningfully improved how the agency operates. The CEO has significantly more time for strategic work.
Compensation & Details
- Competitive hourly rate based on experience (please include your rate in your proposal)
- Long-term position with growth potential
- Performance bonuses for exceptional work
To Apply Please email scott@keeverseo.com
Please include in your proposal:
- A brief summary of your relevant experience supporting executives or agency owners
- Your experience with the tools mentioned (Slack, Asana, Wise, PayPal)
- An example of how you've used AI tools to work more efficiently
- Your availability and time zone
- Your hourly rate expectations
We're looking for someone who wants to grow with us. If you're the type of person who sees problems as puzzles to solve and takes pride in making chaos disappear, we want to hear from you.
