Executive Assistant (15-20 hours/week)

Adquadrant; California (MO); Hybrid; USD 41,000 - 55,000; Part time

Job summary

Adquadrant is seeking a part-time Executive Assistant to support the founders and leadership team. This role handles day-to-day executive support, vendor coordination, and our operational tool stack with autonomy.

The position offers 15-20 hours per week and flexibility for a self-directed, highly organized professional. You will manage calendars, prepare materials for leadership, and oversee vendor communications while ensuring smooth operations.

Qualifications

• 3+ years in operations/administrative management with independent responsibility.
• Experienced owning functional areas and making decisions without constant supervision.
• Experience managing vendor relationships including negotiation, performance management, and contract coordination.
• Demonstrated ability to design and improve operational processes, not just execute them.
• Strong judgment — knows when to act independently vs. when to escalate.

Responsibilities

• Manage executive calendars, inboxes, and communications, triaging and routing correspondence across departments, vendors, and clients.
• Prepare agendas, briefing materials, and status reports for leadership.
• Handle founders' personal scheduling and appointments with discretion and proactive follow‑through.
• Coordinate internal meetings, events, and trainings from planning through execution.
• Serve as the day‑to‑day contact for vendors, managing communications and resolving issues.

Skills

Independent decision-making

Calendar management

Vendor management

Process optimization

Executive support

Tools

Google Workspace / Microsoft 365

Asana / Monday.com / HubSpot / Notion

AI tools (ChatGPT / Claude)

Job description

At Adquadrant, we help consumer brands grow profitably by bringing media, creative, and measurement together with AI.

Our model is built on a simple idea: marketing should be managed like growth capital. We focus on contribution margin, not vanity metrics, and design strategies where technology and human expertise work side by side. The result is an operating system for growth that gives brands clarity, efficiency, and creative that actually performs.

Our strongest alliances are with Google and Meta, where we collaborate directly on AI, measurement, and commerce innovation to give our clients first-mover advantage. We are one of the few U.S. agencies with dual-badged status at TikTok, both as a Marketing Partner and a TikTok Shop Partner, which means our clients gain access to programs and capabilities before they reach the broader market. We also maintain active partnerships with Snap, Pinterest, and other emerging platforms, ensuring brands we work with benefit from priority support, exclusive insights, and opportunities their competitors don’t see.

If you want to architect the future of performance marketing, you belong here.

About the Job:

We run a profitable, fast-moving digital marketing and e-commerce agency built on modern tools and an AI-first mindset. We're looking for a part-time Executive Assistant to support our founders and leadership team in a fast-moving, AI-first agency. You'll work directly with leadership and own the day-to-day of executive support, vendor coordination, and our operational tool stack, with real autonomy to make decisions that keep the business running smoothly. This is a flexible, 15-20 hour/week role for a self-directed, highly organized professional who wants meaningful ownership rather than task‑by‑task direction.

Responsibilities:

This role exercises independent judgment and takes ownership of day-to-day tasks with minimal direction.

Executive & Founder Support

• Manage executive calendars, inboxes, and communications, triaging and routing correspondence across departments, vendors, and clients
• Prepare agendas, briefing materials, and status reports for leadership
• Handle founders' personal scheduling and appointments with discretion and proactive follow‑through

Operations & Coordination

• Coordinate internal meetings, events, and trainings from planning through execution
• Serve as the day‑to‑day contact for vendors, managing communications and resolving issues
• Monitor operational budgets, flag variances, and handle routine purchasing within approved limits

Process & Systems Improvement

• Identify workflow inefficiencies and implement improved processes
• Recommend, implement, and troubleshoot tools and systems, escalating to vendors as needed

Qualifications:

• 3+ years of experience in operations, administrative management, or a similar role with demonstrated independent responsibility
• Proven track record of owning functional areas and making decisions without constant supervision
• Experience managing vendor relationships including negotiation, performance management, and contract coordination
• Demonstrated ability to design and improve operational processes, not just execute them
• Strong judgment — knows when to act independently vs. when to escape
• Proficiency with Google Workspace and/or Microsoft 365; experience administering operational tools and platforms
• Comfortable using AI tools (ChatGPT, Claude, etc.) to accelerate research and operational work
• Based in Orange County, CA (or available for occasional local needs)

Preferred

• Experience in a digital marketing, e-commerce, or agency environment
• Hands‑on administration of CRM or project management platforms (Asana, Monday.com, HubSpot, Notion, etc.)
• Exposure to TikTok Shop, Meta Ads, or social commerce operations
• Background supporting a founder or C‑suite executive with delegated decision‑making authority

Compensation

• Hourly range: $30.00 - $40.00 per hour.
• Final compensation will reflect relevant experience, expertise, and business needs.

Adquadrant is an equal opportunity employer. All qualified applicants will receive consideration without regard to any characteristic protected by applicable law.