Executive Pa / Project Co-Ordinator

Job Summary: This is not a traditional EA role - it's a chance to be integral to a growing digital marketing agency.

You will work directly with our CEO to support daily operations, manage communications and help optimize how we work.

We need someone with great judgment who thrives in a startup-like environment, can represent us professionally and anticipates needs with genuine warmth and care – someone who says, "I noticed this need, so I've already handled it" while building better systems for our close-knit team.

KEY RESPONSIBILITIES

1. Digital Project Support: Oversee workflows within the agency and plan timelines from intake to delivery, as well as monitor tasks and resources to ensure activities remain on schedule and within budget.
2. Operational Support: Assist the CEO and the Leadership team in refining processes and workflows to keep operations running smoothly and efficiently.
3. Calendar Management: Scheduling meetings, appointments, and managing ad-hoc travel arrangements for the CEO.
4. Document Preparation: Preparing reports, presentations, and other documentation needed for meetings or project proposals.
5. Client Relations: Support the CEO in managing key clients by handling communications and day-to-day coordination tasks in partnership with other departments.
6. Data and Reporting: Track client projects and business operations metrics and provide departmental KPI reports to the CEO weekly.
7. Personal Support: Act as a supportive pillar in the CEO's personal life: managing family schedules, planning private events, and sometimes helping supervise household projects.

REQUIREMENTS & QUALIFICATIONS

1. Min of five years experience in fast-paced, creative environments (production, operations, agencies).
2. Proven experience in administrative and project coordination roles.
3. Strong organisational skills with excellent attention to detail.
4. Effective interpersonal and communication skills, both written and verbal.
5. Proficient in Microsoft Office Suite and familiar with project management tools.
6. High emotional intelligence and good judgment.
7. Ability to multitask, prioritize tasks effectively, and work independently in a fast-paced environment.
8. Tech-savvy with experience working with CRM systems, Google Docs, Canva, Slack, etc.