Executive Marketing Assistant to the CEO

Core Roles The successful candidate will be responsible for the following roles: Schedule Manager Email Manager Contact Manager Project Support Manager Meetings Support Personal Time Off Gatekeeper Creative/Marketing Support for CEO Projects Responsibilities Schedule Manager Manage and maintain the CEO’s calendar in Zoho Calendar. Coordinate internal and external scheduling requests. Adjust and reschedule commitments as needed, ensuring minimal disruption. Monitor conflicts and double bookings; proactively resolve issues. Collaborate with the TPA team on calendar sync and efficiency issues. Email Manager Act as gatekeeper for the CEO’s Zoho Mail inbox. Triage and prioritize incoming emails. Archive emails that do not require a response or have clear endpoints. Draft and send replies on the CEO’s behalf for routine and mid-level communications. Escalate urgent or sensitive matters through Zoho Cliq or direct call. Contact Manager Maintain communication between the CEO and external/internal contacts. Return missed calls and voicemails, scheduling follow-ups when needed. Strive for one-call resolution by referencing emails, messages, or system notes. Leverage Zoho CRM for contact information, history, and notes. When possible, resolve requests without requiring the CEO’s direct involvement. Project Support Manager Support CEO tasks within Zoho Projects/Zoho CRM. Monitor project/task notifications, surfacing due or outstanding items. Collect necessary details from the CEO and update tasks/projects accordingly. Create tasks on the CEO’s behalf for TPA team members. Track and support project follow-through in collaboration with department heads. Meetings Support Join key meetings (in-person or via Zoho Meeting) to document next steps, generate follow-up tasks in Zoho Projects, and track commitments made during meetings. Follow up with external contacts post-meeting via email/phone. Prepare and distribute meeting notes and action items as needed. Personal Time Off Gatekeeper Monitor CEO’s Zoho Mail and Zoho Cliq during personal time off. Filter communications to protect rest and family time. Document non-urgent follow-up needs for review upon return. Escalate urgent matters directly via Cliq or phone if necessary. Act as sole point of contact between CEO and TPA team during time off. Creative/Marketing Support (CEO Projects Only) Support in designing and updating landing pages for CEO-led initiatives (Zoho Sites or integrated platforms). Write clear, engaging content for CEO’s projects, communications, or marketing efforts. Assist in building and managing email communication workflows within Zoho Campaigns/CRM for CEO projects. Coordinate creative assets (graphics, copy, video snippets) in collaboration with external designers when necessary. Track campaign performance metrics in Zoho Analytics and provide project-level reports to the CEO. QUALIFICATIONS We are seeking a highly organized, reliable, and dedicated Virtual Assistant / Personal Assistant to provide comprehensive support to the CEO and CGO of one of our clients. Job Requirements Proven experience as a general Virtual Assistant / Executive Assistant or similar role – directly reporting to the CEO / CGO Excellent writing and verbal communication Outstanding organization and time management skills Strong attention to detail Ability to learn new digital tools quickly Proficiency in excel and experience with Zoho (mail/calendar/project/click) is a plus Ability to prioritize and handle multiple tasks Can maintain confidentiality and handle sensitive information with discretion. Technical Requirements Zoho Mail & Zoho Calendar – scheduling and communications. Zoho Cliq – internal messaging and urgent communication. Zoho CRM, Zoho Projects, Zoho Analytics, Zoho Campaigns – contact, task, reporting, and marketing workflow management. Zoho Sites – landing page creation and updates. Loom – screen/video documentation and communication. #J-18808-Ljbffr