Availability: Should be reachable during U.S. working hours ( 7:00 PM – 3:00 AM Kenyan

Time) with light flexibility.Requirement to overlap at least 4 hours (preferably more) with my

working hours

Role Overview

The Executive Assistant will be a key partner in managing daily operations,

including scheduling, email management, invoice processing, and administrative

coordination.He/She should be proactive in anticipating needs, detail-oriented in execution,

and motivated to identify ways to take tasks off the Marketing VP's plate.

This role is ideal for someone who is highly organized, thrives on task management, and is

eager to learn and grow in marketing operations, creative development, or campaign

management.

Key Responsibilities

Scheduling & Calendar Management

● Manage and coordinate the Marketing VP’s calendar, ensuring efficient scheduling of

meetings, appointments, and events.

● Proactively identify and resolve scheduling conflicts.

● Coordinate video production days and travel.

Email Management

● Monitor and manage the VP’s inbox, flagging priority messages and drafting responses.

● Ensure timely follow-ups and organize communications for efficiency.

Invoice & Expense Management

● Enter and track invoices, ensuring accuracy and timely processing.

● Assist with expense reporting and budget tracking for the marketing team.

Administrative Support

● Provide general administrative support, including tracking and following up on action

items.

● Organize and maintain digital files and documents.

● Assist with tasks such as gift card coordination and corporate onboarding.

Proactive Task Management

● Anticipate team and executive needs, proactively solving problems before they arise.

● Take initiative in removing tasks from the VP’s workload.

● Support operational efficiency, including QA testing of funnels and other processes.

Growth & Development Opportunities

● Collaborate with the marketing team on special projects.

● Explore growth areas in marketing operations, creative development, campaign

management, and AI tool adoption.

● Contribute ideas to improve workflows, reporting, and automation.

Must-Haves

● Proactive Mindset: Strong initiative with the ability to anticipate needs and

independently add value.

● Organizational Excellence: Exceptional attention to detail; able to manage multiple

tasks and priorities simultaneously.

● Communication Skills: Strong written and verbal communication; able to draft

professional correspondence.

● Tech-Savvy: Proficiency in Google Workspace (Docs, Sheets, Calendar, Gmail), project

management tools (Asana), and communication platforms (Zoom).

● Availability: Minimum 4-hour overlap with 10 AM–6 PM MT.

● Confidentiality: Demonstrated ability to handle sensitive information with discretion.

Valued Experience

● Familiarity with marketing tools and platforms (Braze, Canva, Adobe Creative Suite).

● Experience or interest in creative tasks such as graphic design, copywriting, or video

editing.

● Knowledge of marketing operations, workflows, reporting, or automation tools (Zapier,

Airtable).

● Experience with event coordination (virtual or in-person).

● Interest in experimenting with AI tools for marketing and operations.