Executive Assistant (Admin & Marketing Support)

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:

1. 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)
  

2. 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)
  

3. 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)
  

4. 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
  

5. File & Data Management

• Organize Google Workspace files and folders
  
• Maintain and update investor data room
  
• Ensure proper handling of sensitive and confidential documents
  

6. Bookkeeping Support

• Track and categorize expenses in spreadsheets
  
• Maintain basic financial records and monthly reconciliations
  
• Assist with expense reporting and ledger upkeep
  

7. 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
  

8. 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