Position Summary

We’re seeking a proactive, detail-obsessed, and highly organized Executive Administrative Assistant to support our agency’s daily operations and internal project flow. This is a multi-functional role that blends elements of office management, HR coordination, project tracking, and general administrative support.

This is not a traditional EA role. You’ll be the central gear that keeps our internal operations running smoothly. From greeting visitors and managing the office to helping track projects and support onboarding—you’ll be the go-to person for making sure nothing slips through the cracks.

Key Responsibilities

# Office & Administrative Support

• Be the welcoming face of the agency—greet visitors, answer phones, and manage mail and deliveries
• Order and organize office supplies and equipment; maintain common areas
• Manage office vendor relationships and equipment servicing
• Maintain digital and physical filing systems and internal process documents
• Ensure smooth day-to-day operations in a fast-paced, creative environment

# Team & Executive Support

• Assist executives and managers with ad hoc administrative tasks
• Prepare team meeting agendas and notes; follow up on action items
• Help organize team events, internal communications, and company updates
• Coordinate cross-team calendars for internal activities, events, and project checkpoints

# Project Coordination

• Track team project tasks, timelines, and internal deliverables
• Maintain shared project documentation, task lists, and status boards
• Support department leads in keeping team members accountable and organized
• Pitch in on client and internal projects as needed with scheduling, organization, and follow-up

# HR & Culture Coordination

• Help manage onboarding and offboarding processes, including documentation and welcome logistics
• Maintain employee records, time-off tracking, and compliance checklists
• Organize team birthdays, milestones, holiday gifts, and morale events
• Support basic HR tasks and documentation management in coordination with leadership

What We're Looking For

• 2–4 years of experience in office admin, operations, executive support, or project coordination
• Strong proficiency in Microsoft Excel, Word, Powerpoint, Smartsheet and communication/project tools like Teams, Clickup, Pipedrive, or similar
• Excellent written and verbal communication skills
• Exceptional attention to detail and ability to track many moving parts
• Naturally organized and highly self-motivated—you love checklists and systems
• Friendly, flexible, team-oriented mindset—you’re ready to jump in wherever needed
• Discretion and professionalism when handling confidential information

Why You’ll Love Working Here

• We’re a nimble, fast growing marketing agency where your work truly makes an impact
• You’ll collaborate with smart, passionate teammates who care about doing great work
• You’ll have a voice in improving how things run—your ideas are welcomed
• You’ll gain broad experience across agency operations, HR, and project management
• Flexible, human-first culture that values balance, communication, and creativity

To Apply

Please submit your resume and a short note sharing why this role feels like the right fit for you—bonus points for sharing your favorite productivity tool.