Reputation Pros · 1 day ago
Executive Assistant to CEO – Digital Marketing Agency
United States
Full-time
Remote
Mid Level
3+ years expReputation Pros is an established digital marketing agency specializing in SEO and online reputation management. They are seeking a highly organized, tech-savvy Executive Assistant to support the CEO by managing competing priorities and optimizing systems for efficiency.
E-CommerceE-Commerce PlatformsE-LearningFinancial ServicesMarketplaceSocial MediaSocial Media MarketingSports
Responsibilities
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
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
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
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
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
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
Identify inefficiencies and propose solutions
Help streamline and standardize operations where possible
Document processes and maintain SOPs
Qualification
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
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
Benefits
Long-term position with growth potential
Performance bonuses for exceptional work
Company
Reputation Pros
Reputation Pros is a Community and Marketplace e-commerce Company Founded on 2023 in Florida, United States.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase