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.

Responsibilities:

• Manage calendars and schedule appointments using Google Calendar for the CEO
• Handle email correspondence and manage inboxes efficiently using Google Inbox
• Create and maintain spreadsheets using Google Sheets
• Utilize ClickUp for task management and project tracking
• Prepare and edit documents using Pandadoc - e.g. Consultancy Agreements, NDAs
• Proficient in Make.com for automation workflow
• Assist with candidate sourcing and recruitment processes using BreezyHR
• Coordinate meetings and events using Calendly - use of Automation
• Manage passwords and secure data using LastPass
• Excellent organizational and time-management skills
• Strong attention to detail and accuracy
• Ability to prioritize tasks and meet deadlines
• Strong communication skills, both written and verbal
• Proactive and self-motivated with a positive attitude
• Ability to work effectively both independently and as part of a team
• Sales and Marketing - in depth knowledge of social platforms LinkedIn / Youtube / Instagram
• Understand and develop sales and marketing strategies to drive lead generation and customer acquisition
• Create and assist with social media campaigns on platforms like LinkedIn, YouTube, and Instagram
• Monitor and analyze social media performance metrics to optimize campaigns and drive results
• Engage with followers and respond to inquiries on social platforms
• Collaborate with the content team to create compelling and engaging marketing materials
• 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
• If you meet the requirements and are looking for a challenging yet rewarding opportunity, we encourage you to apply for the Administrative/Marketing Assistant position.

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

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.
2. Project Management:
   • 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.
3. Operational Support:
   • 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.
4. Financial Management:
   • Monitor and manage budgets and expenditures.
   • Process expense reports and handle financial documentation.
   • Assist in financial planning and analysis as required.
5. Client Relations:
   • 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.
6. Contract Management:
   • Prepare, manage, and track contracts using Pandadoc.
7. Podcast Outreach:
   • Conduct outreach for podcast opportunities and manage related communications.

Software Stack:

• 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