Executive Assistant to CEO/ Operations Manager

ScaleJet | eCommerce HR agency; Madrid; Presencial; EUR 30.000 - 45.000; Jornada completa

Descripción de la vacante

A growing agency in the luxury, fashion, and marketing sectors is seeking a self-starter Executive Assistant to support the CEO. This unique position requires excellent organizational skills, project management experience, and a proactive approach to problem-solving. You will play a crucial role in translating strategic initiatives into actionable projects and optimizing internal processes as the agency scales. Apply now to contribute to an exciting growth journey!

Formación

• Experience in a client-facing business or agency environment is a big plus.
• Proven ability to translate goals into concrete projects and manage workflows.
• Exceptional communication and coordination skills.

Responsabilidades

• Translate CEO's vision into structured projects and timelines.
• Organize and maintain central documentation across platforms.
• Support seamless onboarding and maintain accurate internal information.

Conocimientos

Project Management

Research

Analytical Skills

Organization

Communication

Herramientas

ClickUp

Descripción del empleo

Our client, Veicolo Agency (www.veicolo.agency), is a growing force in luxury, fashion, apparel, and marketing. They're passionate about helping their clients shine, and they're looking for a self-starter with high accountability to join their team as an Executive Assistant to their CEO. If you're excited about growing a small business and have a natural passion for the luxury, fashion, apparel, and marketing industries, this could be your next big move!

This isn't your typical administrative role. They're looking for someone strategic who can help them build, organize, and optimize their operations as they scale.

What You'll Do:

Project & Process Implementation:

• Translate the CEO's vision into structured projects.
• Create project timelines and delegate tasks using PM tools like ClickUp.
• Track project status and follow up with the team to ensure timely completion.
• Develop and implement internal workflows (e.g., onboarding, campaign launches, content approvals).
• Document Standard Operating Procedures (SOPs) to turn ad-hoc tasks into repeatable playbooks.
  
  
  

Research & Tool Evaluation:

• Research and evaluate new tools and software based on agency needs (e.g., PM tools, creative AI, CRM).
• Compare pricing, features, and integration compatibility.
• Recommend the best options with clear pros and cons.
• Set up trials, test functionality, and present findings to the team.
  
  
  

Internal Systems Buildout:

• Organize and maintain central documentation across platforms like Google Drive and Notion.
• Create essential templates for proposals, client reports, and creative briefs.
• Help implement systems for efficient task tracking, knowledge sharing, and meeting notes.
  
  
  

Team Operations & Coordination:

• Support seamless team onboarding, including account setup, document access, and introductory materials.
• Maintain accurate organizational charts, directories, and internal information.
• Schedule and manage agendas for team meetings.
• Track accountability on team tasks and priorities to keep everyone aligned.
  
  
  

Founder Support (Strategic Focus):

• Help the CEO prioritize initiatives and break down big ideas into actionable next steps.
• Proactively drive forward projects that are in progress.
• Anticipate potential roadblocks and flag them before they become issues, ensuring smooth operations.
  
  
  

What They're Looking For:

• A self-starter with a strong sense of accountability who thrives in a dynamic environment.
• A natural passion for and interest in luxury, fashion, apparel, and marketing the industries their clients operate in.
• Experience in a client-facing business or agency environment is a big plus.
• Proven ability to translate goals into concrete projects and manage workflows.
• Experience with project management tools (ClickUp experience is a plus!).
• Strong research and analytical skills for evaluating software and tools.
• Excellent organizational skills for building and maintaining internal systems.
• A proactive approach to problem-solving and anticipating needs.
• Exceptional communication and coordination skills.
  
  
  

Ready to play a pivotal role in a growing agency? Apply now!