Executive Assistant

Prosana; United States; Remote; USD 60,000 - 80,000; Full time

Job summary

A remote B2B marketing agency seeks an Executive Assistant to support its founder. This role involves managing schedules, optimizing workflows, and serving as a strategic partner. Ideal for someone with 5+ years of experience, strong organizational skills, and a knack for communication in a dynamic environment.

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.
• Experience supporting fast-paced founders or executives.
• Ability to handle diverse tasks, both professional and personal.

Responsibilities

• Manage the founder’s schedule and email correspondence.
• Coordinate complex travel arrangements and logistics.
• Support hiring logistics and draft job postings.

Skills

Organizational Skills

Written Communication

Digital Fluency

Tools

Google Workspace

HubSpot

Teamwork

Slack

Teams

Job description

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.