Executive Operations Assistant

Rubix is a marketing firm that specializes in helping businesses of all types (from e-commerce to SaaS) grow and scale. Our approach is holistic and we aim to be true partners to our clients. We offer a variety of tactics including performance marketing (both online and offline), affiliate and performance-based public relations, and strategic planning.

We strive to be a combination of agency and incubator, building systems and processes that enable us to offer creative solutions ranging from data analysis to asset ideation and guidance on creative for multiple channels. Additionally, we have several in-house projects and companies.

Our team is comprised of individuals from around the world who have the skills and knowledge to navigate today's competitive performance marketing landscape. Our goal is to help companies and brands scale from one to ten, rather than taking them from zero to one. The Rubix business model consists of wholly-owned in-house brands and software products, plus agency services that work together as a functional and multi-faceted team.

Job Overview

We are seeking a highly organized and proactive Executive Operations Assistant to support the CEO by managing daily operations, coordinating projects across departments, and providing administrative support. The ideal candidate will have experience working closely with senior executives, particularly in an advertising or digital marketing agency, and will be skilled in project management, executive assistance, and administrative support. This role will ensure that the CEO’s initiatives are effectively implemented, with a focus on seamless project coordination and operational efficiency.

Work Experience: 2-3 years+ of experience as an Executive Assistant or in a project management role, ideally supporting a CEO in an advertising, digital marketing, or fast-paced business environment.

Key Responsibilities

• Project Management: Lead and oversee all CEO-related tasks and initiatives, ensuring deadlines are met and priorities are aligned.
• Content Support: Assist with developing and executing the CEO’s LinkedIn content strategy, including drafting posts and managing engagement.
• Administrative Tasks: Handle executive administrative tasks such as email management, preparing reports, and following up on projects.
• Onboarding Assistance: Help with onboarding tasks such as setting up emails, accessing systems like Slack, and using tools like Rippling and Google Workspace.
• Project Coordination: Oversee marketing and business development projects across departments, ensuring alignment and efficient execution.
• Cross-Departmental Collaboration: Collaborate with department leaders and team members to define and refine processes, ensuring timely delivery of client projects.
• Resource Management: Manage resource allocation and utilization, addressing any instances of over or underutilization within teams.
• Reporting: Maintain detailed documentation and reporting of ongoing projects using tools like ClickUp or Asana.
• Support Growth Strategies: Assist with business development activities and provide operational support for growth strategies and process improvements.
• Freelancer Management: Maintain a diverse pool of freelance talent, managing information on skill sets, availability, and rates.
• Calendar Management: Manage the CEO’s calendar, schedule meetings, and coordinate appointments to optimize time management.
• Travel Coordination: Organize and coordinate travel arrangements, bookings, and itineraries, while allowing flexibility for the CEO to self-book as needed.
  
  

Qualifications

• 2-3 years of experience as an Executive Assistant or Project Manager, ideally supporting a CEO in an advertising, digital marketing, or fast-paced environment.
• Strong project management skills, with the ability to manage multiple work streams and deliverables simultaneously.
• Proficiency with project management tools such as ClickUp (what we use) Asana, or Monday
• Proficiency in Google Suite, Keeper, ClickUp, Slack, Zoom, and LinkedIn.
• Experience with Rippling, Slack, and Google Workspace for onboarding and administrative tasks.
• Experience managing executive calendars, travel arrangements, and administrative tasks.
• Excellent communication skills, including experience with LinkedIn content development.
• Ability to work independently in a fast-paced, remote environment, with meticulous attention to detail.
• Strong leadership and relationship-building skills, fostering collaboration across departments.
• A positive, proactive, and solution-oriented attitude, with strong accountability and a calm, confident presence.
• Previous experience in managing workflows and team resources is a strong asset.