Executive Assistant for Marketing Agency

Ramiro Sarabia Inc. is a consulting practice focused on helping brands and marketers leverage TikTok for Business and Meta for Business. We specialize in creative content, media buying, and performance marketing, aiming to make marketing a competitive advantage for our clients.

***We are currently seeking a skilled and autonomous Executive Assistant to join our team and support our growing business!***

This role requires a proactive individual who can manage various tasks independently and efficiently; the business depends on this individual meeting expectations in a timely manner, and overcommunicating to make sure their expectations and ours are aligned regarding deliverables and priorities.

## **Key Responsibilities**:

**Administrative Support**:
– Manage email and calendar, schedule meetings, and ensure important deadlines are met. Coordinate the CEO’s email and calendar on the backend acting on their behalf.
– Prepare and edit documents, presentations, and reports as needed.
– Coordinate travel arrangements and accommodations for business and personal trips.
– Organize events, webinars, and team meetings, managing all details efficiently.
– Liaise with vendors for services such as printing, shipping, customer service, or office supplies.

**Content Creation**:
– Create engaging visuals using Canva for social media, presentations, and marketing materials.
– Edit and remix short-form videos for platforms like TikTok and Instagram using Capcut and other advanced video editing tools.
– Research trending topics and generate content ideas that align with client goals and current trends.

**Autonomous Research and Analysis**:
– Conduct in-depth research on industry trends, competitor activities, and potential content topics using tools like ChatGPT and TikTok Creative Center.
– Conduct research to provide actionable insights and recommendations for content and marketing strategies, then implement that research into content as needed.

**Bookkeeping and Financial Management**:
– Manage accounts payable and receivable, track expenses, the CEO’s billable hours, and prepare financial reports.
– Prepare and send invoices, track payments, and follow up on outstanding payments.
– Assist with budgeting and financial planning as needed.

**Client and Lead Outreach**:
– Identify potential leads and clients through targeted research and outreach.
– Craft personalized outreach emails or messages to potential clients, follow up on leads, and schedule meetings.
– Maintain and update customer relationship management (CRM) systems with new leads and client interactions.
– Assist in the preparation of proposals and presentations for potential clients.

**Social Media Management**:
– Schedule and post content on social media platforms.
– Monitor social media engagement, respond to comments and messages, and track performance metrics.
– Provide insights and recommendations to improve social media presence and engagement.

**Influencer Marketing**:
– When the project requires as such, manage outreach to potentially hundreds of creators daily, ensuring organization around status and efficacy.
– Provide daily status reports on outreach efforts and results.
– Track and analyze the performance of influencer campaigns.

## **Qualifications**:
– Proven experience as an executive assistant or in a similar role, preferably in a digital marketing or content creation environment.

– Proficiency in Canva and Capcut.

– Proficiency in Google Sheets, Excel, and similar tools

– Strong research skills and familiarity with tools like ChatGPT and TikTok Creative Center.

– Basic bookkeeping and accounting skills & experience with financial management.

– Excellent written and verbal communication skills, with ability to write in the tone of an American native English speaker.

– Ability to work independently and manage multiple tasks simultaneously.

– Strong organizational and time management skills.

– Familiarity with Hubspot is a plus; we are considering switching CRMs to Hubspot.

– Familiarity and experience with Facebook Ads Manager or similar tools is a plus;

### How to Apply

If you meet the qualifications and are excited about the opportunity, we would love to hear from you! Please follow the steps below to apply:

1. **Submit Your Application**:
– Send your resume, a cover letter detailing your relevant experience, and examples of your work to ramiro at ramiro dot xyz.

– In your cover letter, please answer the following questions:
1. What tools and software are you proficient in that would make you the best candidate, and what’s an example?
2. Describe a time when you conducted research for a client focusing on industry research and insights from TikTok or Instagram. What did you do, what was your process, and what was the result?
3. How do you manage multiple tasks and prioritize your work?

2. **Initial Screening**:
– Applications will be reviewed, and selected candidates will be invited for a brief initial screening call (15-20 minutes) to discuss their background and experience.
– During this call, be prepared to discuss your previous roles, experience working on tasks expected of this role, and your approach to handling multiple tasks.

3. **Screening Questions**:
– Selected candidates will be asked to complete a short questionnaire & assessment to further assess their skills and fit for the role.

4. **Final Interview**:
– Candidates who successfully complete the skill assessment will be invited for a final interview. This will be a more in-depth discussion about the role, expectations, and the candidate’s ability to work autonomously.

– Be prepared to discuss your approach to client outreach, administrative tasks, and how you keep organized and proactive in your work.

5. **Reference Check**: Final candidates will be asked to provide references from previous employers or clients. Please be prepared to provide these.