Executive Assistant to C-Suite

About Coastline Creatives
Coastline Creatives is a fast-growing talent management agency leading the way in building meaningful partnerships between creators and brands. We deliver industry-leading results while maintaining a people-first approach. As we continue to scale, we are seeking an experienced, emotionally intelligent Executive Assistant to support our CEO by streamlining operations, managing communications, and freeing up time for high-level strategy and decision-making.
This is a critical role for someone who thrives in dynamic environments, exercises excellent judgment, and values discretion and professionalism. If you’re proactive, highly organized, and motivated by creating efficiency and clarity for leadership, this role is for you.

Why Join Coastline Creatives
Work directly with the CEO and COO of an innovative, high-growth agency.
Be part of a company that values integrity, excellence, and authentic connection.
Contribute to a scaling organization that leverages cutting-edge tools, including AI, to streamline operations and communication.
Flexible working hours aligned with UK mornings and US East Coast mornings.
Long-term career development opportunities for high-performing candidates.

Key Responsibilities
-Inbox and Communication Management
-Manage the CEO’s inbox: prioritize, triage, and flag urgent emails.
-Use AI tools to assist in drafting and responding to communications, ensuring alignment with the CEO’s tone and priorities.
-Exercise sound judgment on what requires the CEO’s direct attention versus what can be handled independently.
-Ensure updates and communication follow-ups are accurately tracked in HubSpot and Trello.
-Maintain clear, consistent communication within the internal team via Slack.
-Calendar and Time Optimization
-Own and manage the CEO’s calendar, ensuring time is protected for deep work and strategic priorities.
-Proactively schedule meetings and coordinate logistics for both internal and external engagements.
-Arrange travel and manage personal administrative tasks that support efficiency and productivity.

Operational Support
-Support onboarding processes for new hires, talent signings, and brand partnerships.
-Manage and update operational documentation and workflows (using platforms such as Google Drive, Trello, or Notion).
-Track key action items and ensure consistent follow-up and completion across departments.
-Continuous Improvement and AI Integration
-Identify opportunities to leverage AI and automation to improve workflows and reduce administrative burdens.
-Stay curious and open to learning new tools and technologies that increase efficiency.
-Contribute to developing and refining internal processes as the business scales.

Candidate Profile

Experience
-Minimum 3 years as an Executive Assistant, Virtual Assistant, or Operations Specialist, ideally supporting a CEO or founder.
-Proven experience in inbox and calendar management with high attention to detail.
-Strong familiarity with Slack, Trello, and HubSpot.
-Experience with AI tools or a keen interest in learning and integrating them into daily workflows.

Skills and Attributes
-Emotionally intelligent with excellent judgment; able to read situations and make decisions on what requires attention versus what can be handled independently.
-Highly organized and systems-oriented, with a natural ability to create and maintain structure in a dynamic environment.
-Proactive and solutions-focused; anticipates needs and acts on them without waiting for direction.
-Discreet, professional, and trustworthy; comfortable handling sensitive information with integrity.
-Strong communication skills, with an ability to represent the CEO’s interests and priorities effectively.
-Curious, adaptable, and enthusiastic about contributing to a high-performance team.

Work Style
-Self-starter who works well autonomously but collaborates effectively with a remote team.
-Comfortable with flexible hours but available for overlap with UK mornings and US East Coast mornings.

Working Hours
Generally, 4:00 pm – 12:00 am Philippine Time (PHT), with flexibility depending on business needs.
Must be available to provide support during UK mornings to early afternoons and US East Coast mornings.

What Success Looks Like
In this role, success isn’t just about checking tasks off a list—it’s about becoming a trusted partner who makes life easier and work more impactful for our CEO. Here’s what we’ll be looking for in your first few months:

Within 30 Days:
You’ve established smooth management of the CEO’s inbox and calendar, with clear prioritization and timely follow-ups.
You’ve built trust through proactive communication and reliable execution.
You’ve documented and updated key workflows for onboarding and task management.

Within 60 Days:
You’re independently managing client and team onboarding processes.
You’ve introduced time-saving systems or tools that improve operational efficiency.
You’re beginning to contribute suggestions for AI-enabled workflow improvements.

Within 90 Days:
You’re managing key administrative and operational areas with minimal oversight.
You’re actively contributing to improving systems and internal processes to support scaling.
You’ve created measurable time savings that allow the CEO to focus on high-level strategic priorities.

Compensation
$900 – $1,200 USD per month, depending on experience and qualifications.
Performance-based incentives may be offered.
Fully remote role with potential for long-term growth.

How to Apply
If you are interested in this opportunity, please follow the instructions below carefully:
Send your resume to our dedicated hiring inbox: ----------

Use the subject line: EA Application – [Your Name]
Submit a short video introduction (2-3 minutes) with your application.

Tell us why you are a strong fit for this role.
-Share an example of how you’ve demonstrated sound judgment and proactively handled a situation on behalf of a leader you’ve supported.
-Tell us about your experience (or interest) in using AI tools and how you believe they can enhance executive support.
-You can submit a Loom link or a Google Drive link (please ensure permissions are open).

Application Deadline
Applications are open until May 17, 2025, but early submissions are encouraged.

What to Expect After You Apply
We will review all applications and use AI tools to shortlist candidates based on experience, alignment with the role, and communication style.

Shortlisted candidates will be invited to submit a video (if not already included) and may be contacted for a final interview.
Final interviews will be conducted with our CEO and/or leadership team.