Executive Assistant

1 day ago

Santa Rosa, Philippines Ecomexperts Full time

Executive Assistant / Operations Coordinator About Ecomexperts Ecomexperts is a specialized SEO agency for e‑commerce and B2B clients. We're a process‑driven team blending SEO excellence, automation, and creative execution. You’ll work directly with Marc (Founder/SEO Director) to strengthen team accountability, tighten execution systems, and turn ideas into action. The Role This role blends executive assistance, project coordination, and operational enablement. You’ll be the follow‑through engine that ensures nothing falls through the cracks: turning Slack messages into tasks, chasing deliverables, keeping SOPs current, improving team systems, coordinating training, and supporting marketing visibility. The job is open to applicants from the Philippines only due to timezone restrictions. Your Goal Help the team stay accountable, organised, and prepared so Marc can focus on strategy, growth, and leadership. Key Responsibilities Team Accountability & Project Follow‑Through (40%) Convert ideas and Slack/DMs into clear tasks with owners, due dates, and definition of done. Track tasks to completion and follow up until delivered. Maintain visibility dashboards and accountability trackers across departments. Identify blockers, elevate early, and ensure accountability loops are closed. Support system improvement initiatives in Freedcamp / Productive.io / internal tools. Run simple retrospective notes to improve workflows weekly. SOPs, Systems & Training (25%) Organise, update, and audit agency SOPs (BookStack / Google Docs / Drive). Build clarity between process vs. outcome; ensure SOPs are concise, current, and used. Coordinate training systems for new hires (checklists, onboarding templates, Loom libraries). Collect and document lessons learned into repeatable frameworks. Ensure every recurring task has an SOP and checklist before handoff. Client Meeting Preparation (20%) Prepare client meeting briefs: goals, open items, and supporting data or screenshots. Draft post‑meeting action summaries and circulate within 24 hours. Maintain a client context document for each active account (owner, goals, performance, red flags). Support Marc with presentation outlines, key talking points, or short summaries ahead of strategy sessions. Social Media & Brand Support (10%) Coordinate posting across LinkedIn, YouTube, and company profiles – pull clips, captions, and drafts. Manage content calendar (posts, stories, quotes, and snippets). Liaise with designers or copywriters to ensure timely delivery of posts. Track engagement metrics and flag high‑performing content. Maintain brand asset library (logos, headshots, templates, etc.). Ad‑Hoc & Special Projects (5%) Assist with internal initiatives – hiring workflows, client resource creation, team documentation. Research tools or processes that can improve team speed or quality. Take ownership of small improvement projects end‑to‑end. Success Metrics (Your KPIs) Task Closure Rate: 95%+ of assigned tasks completed within deadlines. SOP Accuracy: All active SOPs reviewed/updated quarterly. Meeting Readiness: 100% of client meetings prepared 24h prior; summaries delivered within 24h post‑meeting. Accountability Response Time:

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