Marketing Executive Assistant

This is a remote position.

Executive Assistant To Creative Director

We are looking for a proactive, highly organised, and tech-savvy Executive Assistant to provide critical support to our Creative Director. This role goes beyond calendar management — it requires someone who can anticipate needs, implement systems, and leverage technology (including AI) to drive efficiency and streamline operations.

This position will involve a mix of professional and light personal support (approximately 10% personal tasks such as booking travel, chasing refunds, managing utility bills, and assisting with online purchases).

Key Responsibilities

Administrative & Operational Support

• Manage and prioritise the Creative Director's inbox and ensure urgent communications are actioned promptly.
• Coordinate schedules, appointments, and travel arrangements (both professional and personal).
• Use Google Workspace (Gmail, Drive, Docs, Sheets) to organise projects, documents, and workflows.
• Process weekly team wage invoices and manage pay runs via Webwork.
• Track and report on team productivity.
• Summarise AI-generated meeting minutes into actionable tasks for the Creative Director.
• Maintain organised digital files and create navigation sheets with embedded links for quick access.
• Support client onboarding, including setting up Drive folders and issuing agreements.
• Provide backup administrative support when other team members are on leave.

Workflow & Project Management

• Track project timelines, deadlines, and create reminders.
• Implement automation between platforms using tools like Zapier.
• Develop and monitor company growth goals (monthly, quarterly, annually).
• Manage scheduling systems through tools like Calendly.
• Liaise with internal and external stakeholders to arrange meetings and share updates.

Digital & Creative Support

• Edit and repurpose content for social media using Canva and basic video editing tools.
• Prepare short-form video clips for Instagram and TikTok.
• Export email lists and assist with campaigns via Mailchimp.
• Update website content (Shopify) and assist with blog publishing.
• Assist with creative asset preparation for digital and print.
• Use AI tools to support campaign ideation, social media captioning, and process automation.
• Research and implement cost-saving measures for tools and subscriptions.
• Build systems to future-proof operations and ensure compliance with team policies.
• Explore and apply new AI tools for workflow efficiencies.
• Onboard and offboard team members and clients effectively.
• Proven experience as an Executive Assistant or in a similar administrative role.

Problem-Solving & Continuous Improvement

What You Bring

• Strong proficiency with Google Workspace (Gmail, Docs, Sheets, Calendar) and familiarity with Apple iOS tools.
• Experience using Canva, Zapier, Mailchimp, and Webwork is highly advantageous.
• Strong tech skills with the ability to learn new platforms quickly through self-research.
• Exceptional organisational skills, attention to detail, and ability to manage multiple priorities.
• Outstanding written and verbal communication skills.
• Problem-solving mindset with the ability to anticipate needs and take initiative.
• Discretion and integrity in handling sensitive information.
• A growth mindset — open to feedback and adaptable to fast-changing priorities.