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Executive Assistant to CEO

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Executive Assistant to CEO

Ninedot

Ninedot

Salary: Gross salary $1500 - 2000
Type: Full time

Tags: C CEO CRM Growth

You’ll work directly with our CEO and collaborate closely with a lean, high-performing digital team that includes project managers, designers, developers, and marketing specialists.

Our mission is simple: help mid-market B2B companies turn underperforming websites into measurable revenue and pipeline growth.

As Executive Assistant, you will sit at the center of operations — supporting leadership, improving communication flow, and helping ensure client projects, sales follow-ups, and internal priorities move forward without friction.

This role connects directly to company growth. When you succeed, the entire team moves faster and our clients see better results.

Applications are only received at getonbrd.com.

Functions

  • Serve as the CEO’s primary operational partner, prioritizing strategic initiatives and protecting the CEO’s time for high-impact work.
  • Oversee inbox and calendar management, ensuring timely responses, meeting preparation, and clear follow-ups for all stakeholders.
  • Coordinate client communications, meetings, and documentation to maintain professional, proactive client relationships.
  • Monitor and advance the sales pipeline in HubSpot, coordinating with sales and leadership to ensure consistent follow-ups and closing opportunities.
  • Manage internal documentation, playbooks, and process maps to standardize operations and improve knowledge sharing.
  • Track project status and deadlines using tools like Teamwork and HubSpot, providing regular status updates to leadership and teams.
  • Assist with cross-functional project coordination, ensuring alignment between client work, operations, and product delivery.
  • Anticipate bottlenecks and propose solutions to maintain momentum in a fast-moving agency environment.
  • Prepare meeting agendas, capture decisions, and document action items with owners and due dates.
  • Support executives with special projects, research, and competitive analysis as needed to drive strategic outcomes.

Description

We seek a high-caliber Executive Assistant who operates with an operator mindset rather than a traditional administrative role. The ideal candidate thrives in a fast-paced, growth-oriented agency and is excited to evolve into more senior operational responsibilities over time, potentially progressing toward a Chief of Staff or Head of Operations role.
Key Attributes
Fluent English (written and spoken), confident communication with U.S.-based clients, and experience supporting founders or C-suite leaders. Proficiency with CRM systems (HubSpot is a strong plus) and a proactive, problem-anticipating approach are essential. You should be comfortable working across multiple time zones and prioritizing competing demands with composure and clarity.
Experience
Previous roles in executive support, operations, or a similar capacity within digital agencies or tech-enabled services are preferred. Demonstrated success in project coordination, process improvement, and cross-functional collaboration will distinguish candidates.

Desirable

Prior exposure to scaling startups or agencies, experience with Teamwork and HubSpot, and a track record of implementing scalable processes. Strong written and verbal communication skills, a bias for action, and the ability to build trust with senior leaders and clients are highly valued. A growth mindset and willingness to take on additional responsibilities as the company evolves are important.

Benefits

Competitive LatAm salary with a path for long-term growth as the agency scales. Remote work with EST-aligned hours to match CEO and leadership availability. Opportunity to develop into a Chief of Staff or broader Operations leadership role. Collaborative, high-performing team culture in a growing digital agency, with professional development and exposure to diverse client engagements. If you’re driven to shape operational excellence at a fast-moving company, this is the role for you.

Fully remote You can work from anywhere in the world.
Performance bonus Extra compensation is offered upon meeting performance goals.
Vacation over legal Ninedot gives you paid vacations over the legal minimum.
Vacation on birthday Your birthday counts as an extra day of vacation.
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Source: GetOnBoard | Main Category: Op. Management