Executive Assistant

Prosana; Town of Texas (WI); Remote; USD 120,000 - 270,000; Full time

Job summary

A marketing agency is seeking an Executive Assistant to support the founder in a remote role. This position involves managing schedules, coordinating projects, and providing administrative support. The role promises a collaborative environment with a focus on efficiency and team culture, offering competitive benefits including health insurance and 401k.

Benefits

Health insurance with 80% employee premium covered

401k with company contribution

Paid holidays

Company-wide closure between Christmas and New Year

Qualifications

• 5+ years of experience as an Executive Assistant.
• Organized, assertive, and proactive.
• Strong written communication skills.

Responsibilities

• Manage calendar, email, and travel planning.
• Coordinate logistics for projects and events.
• Organize and maintain files and documentation.

Skills

Organizational Skills

Communication

Digital Fluency

Time Management

Tools

Google Workspace

HubSpot

Teamwork

Slack

Microsoft Teams

Job description

2 days ago Be among the first 25 applicants

Direct message the job poster from Prosana

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

  Administrative

• Industries

  Advertising Services and Marketing Services

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