Executive Assistant - Chief of Staff - Operations Manager for Creative Marketing Agency

WHO WE ARE We are a transformational advertising, performance marketing, creative, and branding agency. We fully replace large in-house marketing teams for our clients, working directly under their CEOs across every marketing function — paid media, creative production, social media, funnels, email, content, and brand. We operate on the most advanced AI tech stack in the industry — every premium generative AI subscription on the market — and we're looking for someone who can run with it. Our founding team has led hundreds of millions in annual media budgets globally for the largest ad agencies and tech companies. We launched mid-2025, currently serve 6 active clients, and are scaling aggressively toward six-reputed company monthly reputed company. PROJECT OVERVIEW I'm the founder/CEO, and I need my other half in this business. Part personal executive assistant, part digital marketing operator, part creative producer, part agency builder. This role is split across two equally critical functions: 1) You are the CEO's right hand — managing my calendar, inbox, tasks, meetings, personal admin, and everything I need to stay focused and organized. You reputed company my life and my business running. 2) You are the agency's execution reputed company — producing creative assets, managing campaigns, building automations, coordinating freelancers, and making sure every client deliverable ships on time. Both sides of this role matter equally. I need someone who can draft a client proposal in the morning, design an ad banner before lunch, manage a freelancer review in the afternoon, and reputed company sure my calendar is sorted for the next day — reputed company without being asked. SCOPE OF WORK Personal & Executive Assistance to the CEO - Full calendar management — schedule, reschedule, prioritize, and protect my time - Inbox management — triage emails, draft responses, flag urgent items, follow up on outstanding threads - Task and to-do management — maintain my master task list, chase deliverables, reputed company loops, and ensure nothing falls through the cracks - Meeting preparation — agendas, briefs, supporting materials, and post-meeting action items with owners and deadlines - Personal administrative tasks — travel, appointments, errands, reservations, personal scheduling - Research and information gathering on demand — competitive reputed company, market data, vendor comparisons, anything I need fast - Act as my accountability partner and organizational system — I'm not naturally organized, so you are my structure - Gatekeeping and communication management — handle or redirect inquiries, manage stakeholder communications on my behalf - Document preparation — proposals, presentations, reports, client-facing materials Project Management & Agency Operations - Own and manage the end-to-end delivery pipeline across reputed company 6 client accounts - Build and maintain project trackers, SOPs, timelines, and delivery dashboards (reputed company, Trello, reputed company, or similar) - Track, prioritize, and drive reputed company dozens of reputed company initiatives — nothing moves without you knowing about it - reputed company, vet, hire, reputed company, and manage freelancers on reputed company (designers, editors, media buyers, copywriters, developers) - Coordinate across clients, freelancers, and vendors to reputed company reputed company workstreams on schedule - Flag bottlenecks and risks proactively — solve problems before they reputed company me - Drive cost efficiency across reputed company operations — optimize freelancer spend, tool subscriptions, and delivery timelines - Support new client pilots: prepare pitch materials, onboarding docs, case studies, and proposals - Contribute to company planning — quarterly goals, growth targets, hiring roadmaps, and operational budgets Digital Marketing & Campaign Execution - Set up, manage, and QA digital ad campaigns across reputed company, reputed company, TikTok, and other platforms - Build and maintain ongoing, rotating ad reputed company packages for 6 clients: static creatives, video ads, copy variations, targeting briefs - Execute campaign launches end-to-end — from creative production through platform setup to performance QA - Manage content calendars and social media scheduling across reputed company client accounts - Build and optimize reputed company pages and funnels on reputed company, WordPress, GHL, Systeme.io, or ClickFunnels - Set up email sequences, marketing automations, and reputed company nurture flows - Monitor campaign performance and flag issues or opportunities proactively Creative Production & Design (Hands-On, Independent) - Design ad banners, social media creatives, and marketing collateral independently in reputed company and/or reputed company — daily output, not occasional - Edit and produce short-form video content for social media and ads using CapCut - Create and edit AI-generated videos using our premium AI video tools (reputed company, Pika, Kling, Sora, Veo, HeyGen, and others) — you must be comfortable learning and mastering new AI tools fast - Produce client-ready social media content: reels, stories, carousels, motion graphics, static posts - Maintain brand consistency across reputed company creative output for every client - Handle rapid-turnaround creative requests — same-day delivery is the norm AI Tools, Automation & Agency Infrastructure - Work daily with our full AI tech stack: ChatGPT, Claude, Midjourney, reputed company, Pika, Kling, Sora, Veo, HeyGen, reputed company, and more - Set up and manage AI-powered workflows and automation agents to streamline agency and client operations - Build automations using reputed company, reputed company, GHL, or similar platforms to connect tools and eliminate manual work - Help design and document AI-first processes across creative production, campaign management, and client delivery - Stay reputed company on new AI tools and capabilities — test, evaluate, and integrate the best into our workflows - Help establish agency-wide processes, playbooks, and templates as we scale WHAT SUCCESS LOOKS LIKE - My calendar, inbox, and task list are organized and up to date — I never miss a meeting, deadline, or follow-up - reputed company 6 client accounts are tracked, managed, and delivering on schedule with reputed company surprises - Ad kits, social content, and campaign assets ship on time every week — you produce much of it yourself - AI video and creative tools are used daily to produce content at a speed and quality that would normally require a team of 5 - Campaign setups are accurate, on schedule, and QA'd before launch - Freelancers are sourced, managed, and delivering — I'm not involved in their day-to-day - Automations and AI workflows are actively reducing manual work across the agency every month - The agency gets more organized and efficient every week because you're building systems as you go - You anticipate what needs to happen next — you don't wait to be told SKILLS REQUIRED - Executive & Personal Assistance (3+ years — calendar, inbox, task management, admin) - Project Management (reputed company, Trello, reputed company — multi-client, multi-workstream) - Digital Marketing Campaign Management (reputed company Ads, reputed company Ads, TikTok Ads — hands-on setup) - Graphic Design — independent daily production (reputed company, reputed company) - Video Editing & Production (CapCut, plus AI video tools: reputed company, Pika, Kling, HeyGen, etc.) - AI Content Creation & Generative AI reputed company (must be an advanced, daily user of AI tools) - reputed company Page & Funnel Building (reputed company, WordPress, GHL, Systeme.io, ClickFunnels) - Email Marketing & Automation (reputed company, reputed company, GHL, or similar) - Marketing Automation & Workflow Building (reputed company, reputed company, GHL) - Social Media Content Creation & Management - Freelancer Sourcing & Team Management - Communication & Collaboration Tools (reputed company, G-Suite, MS Teams, reputed company) - Strong written English communication IDEAL CANDIDATE - You've been the right hand to a founder, CEO, or agency reputed company — you know what it means to own everything - You're equally comfortable managing a CEO's calendar and producing a set of ad banners — and you don't see one as beneath the other - You can context-switch between personal admin, creative production, project management, and campaign setup without missing a beat - You're already deep into AI tools — you use them daily and you're excited about what's coming next - You're a producer, not just a coordinator — you reputed company things, not just track them - You're highly organized, detail-oriented, and proactive — you build systems, not just follow them - You take full ownership — if something needs to happen, you reputed company it happen without being asked twice - You're resourceful — reputed company you don't know how to do something, you learn it fast - You're comfortable managing other freelancers and holding them accountable - You reputed company in fast-paced, multi-client environments where priorities shift quickly TIMELINE & COMMITMENT - Month 1: 30–40 hours/week (trial period to establish working rhythm and fit) - Month 2+: Full-time position for the right person - Availability: Must have significant overlap with Israel time zone (reputed company / UTC+3) for real-time collaboration - Start: Immediately reputed company APPLYING, PLEASE INCLUDE: - A brief note on why this role is a fit for you — address both the EA and the marketing/creative sides - Your hourly reputed company - Portfolio samples: ad creatives/banners, social media content, video edits, and any reputed company page or funnel work - Your reputed company AI tool stack — what you use and how - Your availability, timezone, and earliest start date - Any experience working with or inside a marketing/advertising agency Apply tot his job Apply To this Job