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Executive Assistant

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Executive Assistant 

  • Working Hours: 4 PM to 12 AM Beirut time.
  • Working Days: Monday to Friday
  • Days Off: Saturdays & Sundays
  • Work Location: Fully remote, you can work from anywhere.
  • Salary range: 2,000$ per month

Company Overview

It is a fast-growing marketing agency generating over $1M per month, with a 35-person team and ambitious growth plans. The business operates in a fast-paced environment where execution, profitability, operational efficiency, and team performance are critical to continued growth.

The agency is scaling quickly, and too many decisions and operational tasks still depend on the CEO. The Executive Assistant will help remove this bottleneck by taking ownership of day-to-day operations, managing priorities, coordinating the team, and building systems that allow the business to scale without requiring the CEO's involvement in every detail.

This is not a traditional administrative assistant role. It combines executive support, operations management, team leadership, financial analysis, and process development. The goal is to protect the CEO's time, improve execution, and ensure the business continues moving forward efficiently.

Mission

As the Executive Assistant, your mission is to protect the CEO's time and become their trusted operational right hand. You will take ownership of tasks, meetings, communications, reporting, and internal processes so the CEO can focus on the highest-value decisions and activities.

You are expected to operate with the judgment and ownership of a Chief of Staff or Operations Manager. Rather than waiting for instructions, you will anticipate needs, identify bottlenecks, solve problems independently, and ensure that commitments are completed.

You will represent the CEO in meetings and communications when appropriate, coordinate a 35-person team, and establish systems that reduce operational friction. Success requires strong execution, discretion, accountability, and the ability to perform consistently in a demanding, fast-moving environment.

Responsibilities

  • Manage the CEO's business and personal calendar, inbox, scheduling, travel, bookings, and appointments from start to finish.
  • Protect the CEO's time by prioritizing important work, guarding deep-work blocks, eliminating unnecessary meetings, and ensuring that every meeting has a clear purpose.
  • Handle calls and meetings independently wherever possible, including hiring interviews, legal, finance, operations, vendor, and partner discussions.
  • Prepare for meetings, make decisions within agreed authority, document outcomes, assign action items, and follow up until everything is completed.
  • Manage the CEO's to-do list by taking ownership of tasks, coordinating with the relevant team members, and ensuring that deadlines are met without constant supervision.
  • Lead daily syncs by preparing agendas, clarifying priorities, identifying blockers, and ensuring the team remains aligned on important deliverables.
  • Gather business data and prepare clear reports that support fast, informed decision-making.
  • Review business and personal expenses, analyze financial information, identify unnecessary costs and operational inefficiencies, and recommend improvements.
  • Develop, document, and maintain SOPs and operational systems that allow the team to solve recurring problems without involving the CEO.
  • Support operational processes, including employee onboarding, contracts, paid time off coordination, and internal administration.
  • Lead department meetings and facilitate the weekly business review when the CEO is unavailable, covering revenue, profit, expenses, priorities, and performance.
  • Coordinate and manage team members when representing the CEO, maintaining clear communication, accountability, and high standards.
  • Manage personal administration and logistics, including travel arrangements, reservations, appointments, and other tasks that reduce the CEO's workload.
  • Identify operational bottlenecks, anticipate upcoming needs, recommend solutions, and execute improvements proactively.
  • Maintain strict confidentiality when handling financial, legal, personnel, business, and personal information.
  • Communicate proactively with the CEO and team, provide timely updates, and ensure that no important task, decision, or commitment is overlooked.

Requirements

Must Have

  • Proven experience in executive assistance, operations management, Chief of Staff responsibilities, project management, or a similar role in a fast-paced business.
  • Demonstrated ability to manage complex priorities, coordinate teams, and take ownership of business-critical tasks from start to finish.
  • Strong leadership skills and the confidence to coordinate, direct, and hold a team of approximately 35 people accountable to agreed standards.
  • Excellent verbal and written communication skills, including confidence handling calls, leading meetings, and representing senior leadership professionally.
  • Strong organizational and time-management skills, with exceptional attention to detail and the ability to manage multiple priorities without dropping commitments.
  • A proactive, solutions-oriented mindset: able to anticipate problems, identify root causes, recommend solutions, and execute without waiting for constant direction.
  • Strong analytical skills and the ability to review financial information, expenses, business performance, and operational reports.
  • Sound judgment and decision-making skills, including the ability to determine what can be handled independently and what requires executive approval.
  • High levels of integrity, discretion, and confidentiality when handling sensitive business, financial, legal, and personal matters.
  • Excellent follow-up and accountability habits, ensuring that tasks, decisions, and commitments are completed on time.
  • Ability to work in a high-pressure, fast-moving environment with demanding workloads, rapid communication expectations, and weekend availability when required.
  • Strong technical proficiency and the ability to learn and use digital tools, automation, and AI to improve productivity and operational efficiency.

Nice to Have

  • Previous experience working directly with a CEO, founder, or executive leadership team.
  • Experience in a marketing agency, digital marketing business, or another rapidly scaling service-based company.
  • Experience managing or coordinating teams of 20–35+ people.
  • Experience building SOPs, internal workflows, operational dashboards, and accountability systems.
  • Experience with financial reporting, expense analysis, budgeting, or business performance tracking.
  • Experience coordinating recruitment, interviewing candidates, onboarding employees, and supporting HR operations.
  • Experience facilitating leadership meetings, departmental syncs, and weekly business reviews.
  • Strong process improvement skills and experience using automation or AI tools to reduce repetitive work.

Tools

  • Slack
  • ClickUp
  • GoHighLevel
  • Google Workspace (Gmail, Calendar, Docs, and Sheets)
  • Zoom
  • Loom
  • AI tools and productivity automation platforms
  • Financial reporting and expense management tools
  • Project management, documentation, and workflow tools

Success Metrics

Success in this role will be measured by:

  • The amount of CEO time freed up through effective delegation, independent execution, and reduced meeting load.
  • Reliable management of the CEO's calendar and inbox, with no missed meetings, overlooked priorities, or dropped commitments.
  • The percentage of assigned tasks completed accurately and on time without requiring repeated follow-ups from the CEO.
  • The ability to handle calls, meetings, and operational decisions independently within agreed authority.
  • Consistent follow-through on team commitments, with fewer unresolved issues and operational bottlenecks.
  • The quality and timeliness of financial reports, expense analysis, and business performance summaries.
  • The number and effectiveness of SOPs and systems implemented to reduce the CEO's day-to-day involvement.
  • The ability to lead department syncs and weekly business reviews when required.
  • Improved team accountability, communication, and execution across the organization.
  • Identification and resolution of unnecessary costs, inefficiencies, and operational risks.
  • Consistent adherence to confidentiality, communication, responsiveness, and operational standards.

Position Description

    • Working Hours: 4 PM to 12 AM Beirut time.
    • Working Days: Monday to Friday
    • Days Off: Saturdays & Sundays
    • Work Location: Fully remote, you can work from anywhere.
    • Salary range: 2,000$ per month


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