Executive Assistant

We are seeking a detail-oriented and highly organized Administrative/Marketing Assistant Guru to join our dynamic team at Scale with Gigabrain.

In this role, you will be responsible for providing administrative support to various departments within the company, but the main focus will be to assist the CEO by wearing multiple hats!

The ideal candidate will also have General Marketing experience with in-depth knowledge of social platforms such as LinkedIn and YouTube to join our team.

You also will have proficient experience using Google Suite tools such as Calendar, Gmail, and Google Sheets. Additionally, a high level of experience with platforms like Slack, ClickUp, Make, Pandadoc, Ripping, BreezyHR, Calendly, Notion and LastPass is a plus.

Collaborate with the content team to create compelling and engaging marketing materials and identify and pursue partnership opportunities on social platforms to expand reach and visibility

Stay up-to-date on industry trends and best practices in social media marketing.

Join us and help us leverage the full potential of all these platforms to enhance teamwork and productivity within our organization.

1. Key Responsibilities:
1. Administrative Support:

• Manage and maintain executives’ schedules, including meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle incoming and outgoing communications on behalf of the executive team.
• Coordinate and organize internal and external events.
• Manage calendar organization and ensure smooth calendar flow for meetings.
• Automate minor tasks to improve efficiency.

• Assist in the planning and execution of projects.
• Track project deadlines and ensure timely completion of tasks.
• Liaise with various departments and stakeholders to ensure smooth project flow.

• Conduct market research and compile data to support business decisions.
• Manage client databases and maintain accurate records.
• Assist in the preparation of reports and presentations for client meetings.
• Organize and manage access to YouTube content.

• Monitor and manage budgets and expenditures.
• Process expense reports and handle financial documentation.
• Assist in financial planning and analysis as required.

• Serve as a point of contact for clients and stakeholders.
• Address and resolve client inquiries and issues promptly.
• Maintain positive relationships with clients to ensure their satisfaction and loyalty.
• Manage and oversee referral programs.

• Prepare, manage, and track contracts using Pandadoc.

• Conduct outreach for podcast opportunities and manage related communications.

• Pandadoc
• ClickUp
• Breezy
• LinkedIn
• Calendly
• Google Calendar

Qualifications:

• Minimum of 3 years of experience as an executive assistant or in a similar role.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to multitask and prioritize tasks effectively.
• High level of discretion and confidentiality.
• Strong problem-solving skills and attention to detail.

Preferred Skills:

• Experience in the e-commerce or Amazon sales industry.
• Knowledge of project management tools and software.
• Familiarity with financial management and budgeting.
• Understanding of Automations and flows

Requirements

• Bachelor's degree in Marketing, Business, or related field
• Proven experience in administrative tasks in sales and marketing, with a focus on social media
• In-depth knowledge of social platforms such as LinkedIn, YouTube, and Instagram
• Strong analytical skills and ability to interpret data to drive decision-making
• Excellent communication and interpersonal & written skills
• Creative thinker with a knack for developing and understanding innovative marketing strategies
• Ability to work independently and as part of a team in a very fast paced work environment
• Results-driven with a strong focus on achieving goals and targets