Executive Assistant

Who We Are

Advantage HQ is a tech-enabled growth firm helping leading brands scale profitably and predictably. We combine full-service performance marketing with proprietary technology, including:

• A creator marketplace managing over 80,000 influencer partnerships monthly
• An AI-powered platform to streamline discovery, outreach, and whitelisting
• Proven playbooks across influencer marketing, paid media, performance creative, and conversion optimization

We partner with over 200 high-growth DTC brands across beauty, wellness, lifestyle, and health. Our team of 185+ operators, analysts, strategists, and creatives manages over $500M in annual media spend and drives meaningful bottom-line impact for our partners.

As we continue to scale, we're looking for an exceptional operator to build the systems, accountability, and execution engine that will power the next chapter of our company.

The Role

We are looking for an exceptional Executive Assistant to provide high-level support to our executive leadership team.

This is not a traditional administrative role. Your mission is simple: make our executives more effective.

You will act as a trusted partner to leadership, helping manage priorities, calendars, communication, meetings, projects, and follow-ups across a fast-moving global organization.

You will need to anticipate what is needed before being asked, stay several steps ahead, and bring structure to an environment where priorities can change quickly.

The right person will be highly organized, proactive, discreet, resourceful, and comfortable working with senior leaders. You should be someone who naturally takes ownership, follows through, and can be trusted to handle important information and responsibilities with minimal supervision.

Success in this role means our executives spend less time managing logistics and more time making decisions, leading teams, and building the business.

What You Will Own

Executive Support

• Manage and optimize executive calendars, schedules, meetings, and appointments.
• Protect executive time by prioritizing meetings and commitments based on business impact.
• Prepare executives for meetings by ensuring agendas, documents, and relevant information are available in advance.
• Coordinate internal and external meetings across multiple time zones.
• Manage meeting logistics, invitations, rescheduling, and follow-ups.
• Anticipate scheduling conflicts and proactively resolve them.
• Handle confidential and sensitive information with a high level of discretion.
  

Executive Communication

• Help manage executive email and communication workflows.
• Draft, organize, and follow up on communications when appropriate.
• Ensure important messages, requests, and action items do not get lost.
• Coordinate communication between executives, department leaders, clients, partners, and external stakeholders.
• Maintain a high standard of professionalism in all executive communications

Meeting & Follow-Up Management

• Attend key meetings when required and capture important decisions, action items, and commitments.
• Maintain clear follow-up lists and ensure owners are accountable for deadlines.
• Proactively remind stakeholders about outstanding commitments.
• Track important decisions and ensure they move from discussion to execution.
• Help executives maintain visibility across multiple priorities and initiatives

Project & Priority Management

• Support executives with company-wide projects and strategic initiatives.
• Coordinate projects across multiple departments and stakeholders.
• Maintain project timelines, deadlines, and deliverables.
• Identify potential delays or blockers and escalate them early.
• Follow up with team members to ensure commitments are completed.
• Help turn executive priorities into organized action plans

Research & Executive Preparation

• Conduct research and prepare summaries, briefs, and presentations as needed.
• Gather information to support executive decision-making.
• Prepare meeting briefs, talking points, agendas, and background materials.
• Research companies, candidates, partners, vendors, markets, and other business topics.
• Summarize complex information into clear, concise insights.

Personal & Executive Logistics

• Assist with appropriate personal or administrative tasks that allow executives to remain focused on business priorities.
• Coordinate appointments, reservations, and time-sensitive personal logistics when required.
• Handle sensitive requests with professionalism and discretion.
• Maintain clear boundaries between personal support and business responsibilities.

Building Executive Systems

• Create systems that improve how executives manage time, information, priorities, and follow-ups.
• Organize documents, files, contacts, and important information.
• Improve workflows using tools, automation, and AI.
• Identify repetitive administrative work and find ways to simplify or automate it.
• Continuously improve executive operating rhythms and processes.

What We Are Looking For

• 3-7+ years of experience as an Executive Assistant, Personal Assistant, Chief of Staff, Operations Coordinator, or similar role.
• Experience supporting C-level executives, founders, or senior leaders.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail without losing sight of the bigger picture.
• Strong judgment and the ability to prioritize competing demands.
• Highly proactive — you anticipate needs rather than waiting for instructions.
• Strong follow-through and accountability.
• Comfortable working with confidential and sensitive information.
• Ability to operate independently with minimal supervision.
• Comfortable working across multiple time zones and with globally distributed teams.
• Strong technology skills and willingness to learn new tools quickly.
• Comfortable using AI and automation to improve productivity.
• Calm, resourceful, and solutions-oriented when priorities change.

Ideal Experience

• Experience supporting a founder, CEO, COO, or other C-level executive.
• Experience working in a high-growth startup, agency, SaaS company, or professional services environment.
• Experience working with globally distributed teams.
• Experience managing complex calendars across multiple time zones.
• Experience coordinating company-wide projects and executive initiatives.
• Experience with tools such as Google Workspace, Slack, Asana, Notion, and other productivity platforms.
• Experience using AI tools such as ChatGPT, Gemini, Claude, or similar tools to improve executive productivity.
• Experience handling both professional and personal executive logistics.
• Experience operating in a fast-paced environment where priorities change frequently.

You Will Probably Love This Role If...

• You genuinely enjoy making other people more effective.
• You are the person who always knows what needs to happen next.
• You naturally create order out of chaos.
• You notice small details that others miss.
• You don't wait to be told what to do when you can already see what needs to happen.
• You enjoy working closely with senior leaders and being trusted with important responsibilities.
• You are comfortable saying, "I've already taken care of it."
• You enjoy solving problems before they become problems.
• You take pride in being reliable, organized, and exceptionally responsive.
• You love checklists, calendars, systems, and getting things done.
• You can move quickly without becoming careless.
• You understand that being an exceptional EA is about creating leverage, not simply completing tasks.

How We Measure Success

Success in this role will be measured by the level of leverage you create for the executives you support. You will be successful when:

• Executives are consistently prepared for important meetings.
• Calendars are organized around the highest-value priorities.
• Important follow-ups and commitments are completed on time.
• Fewer things fall through the cracks.
• Executives spend less time on administrative work.
• Projects move forward without constant executive intervention.
• Communication becomes faster, clearer, and more organized.
• You proactively identify and solve problems before they reach leadership.
• Your executives trust you to handle important responsibilities without needing to constantly check in.

Compensation & Location

• $12,000 - $30,000 USD total annual compensation, including base salary, performance bonus, and equity.
• Fully remote. We have built the infrastructure for high-performance distributed teams and trust our people to do their best work from wherever they work best.
• We care far more about ownership, judgment, and execution than geography.

If you're excited by building systems, leading teams, solving complex operational challenges, and helping a high-growth company scale, we'd love to hear from you.