Executive Assistant for Digital Marketing Agency - US Hours

About Us
Most small businesses lack the time and expertise to build marketing that gets results. At Mountaintop Web Design, we craft digital marketing solutions so our clients can get more leads that turn into customers.

We founded Mountaintop Web Design because we were tired of seeing people wasting money on bad marketing. We do digital marketing the right way by providing top tier marketing services combined with amazing customer service, integrity, and an emphasis on bringing our clients a return on their investment. We focus on delivering solutions that produce tangible results for our clients.

We are looking for someone to help us grow proactively and be core part of the team long term. Our CEO needs to work in their core roles and needs support protecting their time. This will require you to assume responsibility for day-to-day and ad hoc administrative and support tasks.

Do you thrive in a fast paced & collaborative environment, love wearing multiple hats, and want to be on the ground floor of a growing company? If so, keep reading.

About the Role

o Manage CEO Inbox: responding to emails, sending follow up emails, highlighting priorities to the CEO
o Manage CEO Calendar: booking appointments, reaching out to potential clients, setting up meetings
o Manage Contacts: maintain and keep databases and contact lists up to date in CRM
o Assist & Support CEO: supporting the CEO in daily and weekly activities to alleviate capacity
o Improve Social Media: engaging on social media, scheduling posts, creating quick graphics or posts
o Ensure Client Support & Happiness: providing an excellent experience with quick actions and responsiveness
o Administrative Support: Prioritize additional workload based on requirements and deadlines
o Other Duties as Assigned: This role will have the opportunity to wear many hats and learn many skills
o Communication: Outlook, Slack, Zoom, Loom, & GoHighLevel

Key Responsibilities
• Executive Support
o Manage and optimize the CEO's inbox and calendar to minimize distractions and scheduling conflicts.
o Handle meeting preparation, including agendas, notes, and action item follow-ups.
o Prioritize and delegate tasks on behalf of the CEO.
o Serve as the CEO's proxy in routine communications and decision-making when necessary.


• Operational Coordination
o Own and manage ClickUp, GoHighLevel, and CRM platforms to ensure data integrity and workflow alignment.
o Proactively identify and resolve workflow bottlenecks across teams.
o Implement process improvements and document workflows for consistency.
o Provide regular KPI updates and operational performance reports.
• Client and Sales Support
o Act as the first point of contact for incoming client inquiries and new leads.
o Follow up on sales leads and maintain accurate client data in the CRM.
o Assist in coordinating client onboarding and ensuring client satisfaction throughout the sales journey.
o Collaborate with the sales team to optimize lead follow-up processes.
• Strategic Support
o Conduct bi-weekly check-ins with the CEO to realign priorities and address ongoing challenges.
o Proactively raise concerns, propose solutions, and implement approved initiatives.
o Maintain a high level of confidentiality and professionalism in all interactions.
• Continuous Improvement
o Identify areas for improvement in workflows, communication, and client management processes.
o Present actionable suggestions for process optimization and execute approved changes.


Expected Outcomes
Within 30 Days
o Fully understand daily operations
o Become familiar with clients and typical requests
o Become familiar with CEO strategy & vision
o Grow to independently process, delegate, and/or handle client requests to resolution
o Assess future opportunities based on existing clients and product offerings

Within 45 Days
o Showcase improvements with customer satisfaction and email management
o Improve the efficiency of client requests
o Implement & Action CEO support, remove workload from CEO
o Understand all products and services specific to our client base
o Improve client communication efficiency and responsiveness
o Support sales and pipeline management
o As needed, be able to work comfortably on basic tasks independently

Within 60 Days
o Provide input and assist with internal marketing projects
o Be able to translate client requests between client and internal teams
o Successfully actioning & Implementing strategies & workflows to remove workload from CEO

Must Have
o Embodiment of our core values (see below)
o 2+ years of experience as a VA or EA
o 1+ years of experience working in ClickUp
o Excellent communication skills – written and oral (will be directly communicating with Clients)
o Track record of dependability and accountability (will be CEO’s right hand)
o Demonstrated ability to learn quickly
o Proactive Ownership: Take initiative to identify problems, suggest improvements, and drive solutions without waiting for direction.
o Adaptability: Adjust to changing priorities and business needs with flexibility and resilience.
o Attention to Detail: Ensure accuracy and precision in communications, scheduling, and documentation.
o Problem-Solving: Approach challenges with resourcefulness and creativity, delivering actionable solutions.
o Strategic Thinking: Align daily actions with long-term business goals and priorities.


Our Core Values
o Integrity
o Excellence
o Customer Centered
o ROI for clients

Schedule
o Monday-Friday
o Regular working hours MST/EST (Ideally 8-5 MST)
o Contract - Short term with possibility of turning into more
o Fully Remote

Applications
To apply, please fill out our application here: ---------- /careers/application/

On our application, do not submit a pre-recorded or generic intro video. Please respond directly to our questions in a single take and do not edit the video, as we want to learn more about how you communicate.