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Executive Assistant

Prosana

Orlando (FL)

Remote

USD 60,000 - 80,000

Full time

2 days ago

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Job summary

Join a rapidly growing remote marketing agency as an Executive Assistant, where you'll play a vital role in supporting the founder and optimizing operations. This full-time position offers the chance to work with a values-driven team and partake in impactful projects, while enjoying a comprehensive benefits package including health insurance and 401k contributions.

Benefits

Health insurance with 80% employee premium covered

401k with company contribution

Paid holidays

Qualifications

5+ years of experience as an Executive Assistant.
Ability to manage complex schedules and coordinate projects.
Excellent written communication skills.

Responsibilities

Oversee calendar management and email triage.
Coordinate complex travel arrangements.
Assist with light finance tasks like invoicing.

Skills

Organization

Communication

Initiative

Digital fluency

Discretion

Tools

Google Workspace

HubSpot

Teamwork

Slack

Microsoft Teams

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Building eCom & agency teams by recruiting top talent | Candidates presented in the 2nd week | 96% talent retention rate | COO @ Prosana

Make a high-impact difference behind the scenes of a booming B2B marketing agency.

We’re collaborating with a woman-founded and led remote marketing agency supporting B2B industrial and commercial clients with world-class strategy, content, and HubSpot implementation. They’re a Platinum HubSpot Partner with an agile team that believes in balance, excellence, and integrity. With a full pipeline and big momentum, they’re looking for a trusted right hand to help streamline operations, protect time, and drive efficiencies.

YOUR MISSION

As the Executive Assistant to the founder, you won’t just keep the trains running - you’ll help lay the tracks. You’ll handle calendar management, email triage, travel planning, light personal admin, and ensure things run smoothly.

This is a full-time, remote position for someone in the Eastern Time Zone (or available 8AM–5PM ET). We’re open to W2 employment and offer full benefits.

WHAT’S IN IT FOR YOU

Full ownership of executive support and workflow optimization
Remote-first role with a values-driven, all-female team
Health insurance with 80% employee premium covered
401k with company contribution
Paid holidays + company-wide closure between Christmas and New Year

WHAT YOU’RE GETTING INTO

Executive Support

Manage the founder’s schedule with intention — protecting deep work time and eliminating bottlenecks
Triage email, follow up with contacts, and draft responses that sound just like her
Seamlessly coordinate complex travel (flights, hotels, loyalty programs, preferences — all of it)
Act as a first line of communication: prioritize urgency, filter distractions, and anticipate needs
Serve as a thought partner — a trusted ear who listens, offers insight, and can handle sensitive conversations

Operations & Projects

Keep the wheels turning across business and personal projects (agency launches, vendor outreach, etc.)
Spot inefficiencies, suggest tools, and implement simple systems to improve team workflows
Coordinate with internal leads to take client communication and admin off the founder’s plate

Systems & Admin

Organize and maintain digital files, folders, and shared drives for easy access and long-term clarity
Assist with light finance tasks — invoicing, time tracking, monthly expense reports
Support tool and platform management (account access, renewals, permissions, integrations)
Help document internal processes and maintain living SOPs and knowledge bases
Keep recurring tasks on track with checklists, reminders, and a bias for systems over memory

Team & Culture

Plan thoughtful celebrations: team birthdays, milestones, care packages, and gifts
Coordinate remote and in-person team events — from virtual retreats to local meetups
Support hiring logistics: draft job postings, schedule interviews, create onboarding checklists
Maintain an internal culture of clarity by keeping team documentation up to date

WHO YOU ARE

You’re an experienced EA (5+ years) who’s supported fast-paced founders or executives before
You’re organized, assertive, and two steps ahead. The type who notices when a Zoom day has no breaks and course-corrects it
You’re digitally fluent with tools like Google Workspace, HubSpot, Teamwork, Slack or Teams
You have excellent written communication - your emails are polished, warm, and on-brand
You’re comfortable balancing personal and professional support and don’t mind handling tasks like travel bookings, landlord comms, or ice cream pitch emails
You value discretion, initiative, and ownership
Bonus: Familiarity with marketing agency environments or B2B industries

WHAT SUCCESS LOOKS LIKE

30 Days: You’ve taken over the calendar, drafted emails, and are managing the founder’s daily flow
60 Days: You’re coordinating cross-functional projects, handling logistics, and pre-empting roadblocks
90 Days: You’re optimizing systems, protecting the founder’s time, and serving as her strategic right-hand

Are you ready to make a real difference and thrive in a role where no two days are the same?

Apply now and become an integral part of the founder’s success story.

Seniority level

Seniority level
Mid-Senior level

Employment type

Employment type
Full-time

Job function

Job function
Advertising
Industries
Advertising Services and Marketing Services

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