Executive and Operations Assistant

Role: Executive and Operations Assistant Reports To: Director of Operations (day-to-day); supports busy Agency Founder Location: Remote. (Canada preferred; candidates elsewhere with strong Pacific Time overlap are welcome to apply) Engagement: Contract, Part-time, 10-15 hours per week Compensation: $800 USD per month, flat rate How the hours work. Most of your time lands in two touchpoints each weekday: a morning block before Catherine’s first meeting, and a shorter afternoon check that sets up tomorrow. Exact windows get agreed before you start. The rate is flat on purpose: the sharper your systems, the closer your week lands to 10 hours. ABOUT THE CMO AGENCY The CMO Agency is a fractional CMO and marketing execution firm. Catherine Gutierrez built it after 20 years as a global marketing executive, where her specialty became growing B2B SaaS companies up to 5x in revenue. Today we run growth programs for B2B tech, fintech, and data companies with a lean core team and a bench of specialist contractors. We run on systems: every client project lives in Asana, the team lives in Slack, Google Drive is the agency’s memory, and AI shows up in almost every workflow we have. It’s a small team with a lot of moving parts, and we hold a high standard for how work looks when it leaves the building. ABOUT THE ROLE This role keeps two people ready. The first is Catherine, whose week runs on sales calls, client strategy sessions, and building the agency, usually across a couple of time zones. You own the layer underneath all of it: her inbox, her calendar, the prep she reads before every meeting, the follow-ups that happen after, and her travel whenever a client wants her in the room. The second is our Director of Operations, who runs delivery across every active client account. You’ll be an extra set of eyes in Asana and Slack for that work, making sure every task has an owner, every deadline is visible, and nothing goes quiet without somebody noticing. Here’s the part that makes this seat different. It’s 10 to 15 hours a week, which is enough time to do this job well only if you work the way we do, with checklists, templates, and AI carrying the repeatable parts so your judgment goes where it counts. If you’re the person who automates a task the second time you see it, keep reading. Your North Star. Help Catherine show up as her best every day. You manage the details so she stays focused on clients, sales, and growing the agency. When something is on track, keep it moving quietly. When something is at risk, flag it early. WHAT YOU WILL OWN Catherine’s Inbox

• Triage her inbox every workday toward Inbox Zero: action items handled or drafted, reference material filed, and automated noise routed out with rules so it never comes back.
• Draft replies in Catherine’s voice, which is warm, direct, and short. You’ll learn quickly which ones she sends herself and which ones you send as her EA.
• Surface every client and sales email the same day. Those are never routine, even when they look routine.
• Follow up after 2 days of silence, inside the original thread, so no conversation splinters across 5 emails.

Calendar, Meeting Prep, and Follow-ups

• Run a daily calendar pass: no conflicts, attendees confirmed, every meeting carrying a video link and an agenda, and buffers protected between calls.
• Build the following week every Friday, with Monday’s meeting prep linked and ready for review before the weekend.
• Verify the company before you write a word of prep. Right organization, right website, right person; one wrong detail can cost Catherine the call.
• Write briefs that turn scattered Slack threads, emails, and call recordings into one page Catherine can act on: what the other side wants, the goal of the call, the history that matters, what she needs to learn or decide, open risks, and the recommended next step.
• Pull history for repeat meetings from Fathom recordings, Pipedrive, and prior notes.
• Close the loop after every meeting. Action items go on her calendar, follow-up emails are tracked, and the CRM stays up-to-date.
• Handle time zones without being reminded. Catherine works on Pacific Time, with clients in all time zones.

Travel (as needed)

• Confirm the parameters before you search: dates checked twice against the invite, who’s paying, the budget, preferred airports, and what time she needs to walk into the venue.
• Present your pick plus one alternative, with flight numbers, Pacific times, stops, fare type, and the price of flexibility, so Catherine makes one decision and moves on.
• Book the same day she approves in writing. Flights, confirmation numbers, out-of-office holds, and auto-replies all land on the calendar, and conflicts get cleared.
• Get receipts into the expense tracker within three business days of her return, tracked per trip so client billing stays clean.

Client Project Flow (with the Director of Operations)

• Keep Asana honest across active client accounts. Every task needs an owner, a due date, and a next step; if one of the 3 is missing, you flag it.
• Sweep Asana and Slack a few times a week for anything overdue or stuck, make sure scheduling with contractors is done in a timely manner, and bring the Director of Operations a short list if anything is blocked.
• Make sure Slack noise is organized into Asana with clear deadlines & team ownership.
• Keep the shared Drive organized as files come into email & Slack so anyone on the team can find the current version of a file without asking.
• Send a Wednesday & Friday status update covering what’s in motion, what’s blocked, and what’s done, coded green, yellow, or red.

THE BAR WE HOLD The Standard & What it means here Inbox: At or near zero each day; nothing urgent sits for more than a few hours during your window Meetings: Every meeting has a link, an agenda, a prep block before, and a follow-up block after Monday prep: Linked and ready for review by Friday Urgent client issues: Flagged to Catherine or the Director of Operations within 1 hour during business hours Replies to team: Within 1 hour during business hours Travel receipts: In the tracker within 3 business days of her return Friday status: Posted by 3 PM PT WHO YOU ARE We’ll weigh this section more heavily than the job titles on your resume, so read it closely.

• You live several days ahead of the calendar. Before you log off, tomorrow is built: links on every invite, prep in the folder, conflicts gone. Catherine never opens her calendar to a surprise.
• You build the system the second time you do something. The first time is a task. The second time becomes a checklist, and by the third there’s a template, a saved prompt, or an automation doing it for you.
• AI is already part of your week. You use Claude, ChatGPT, or similar tools to draft replies, summarize long threads and call recordings, and build first-pass briefs. Then you check every output against the source before it goes anywhere, because a confident wrong answer in a prep doc is worse than no answer at all.
• You check the details nobody else checks: the right company, the right time zone, the right attachment, the right thread.
• You’re honest about status. “Working on it” means working on it. “Done” means done, and you never say it early.
• You flag problems while they’re still cheap to fix. Over capacity on a Tuesday is a quick conversation; on a Friday afternoon it’s a fire.
• You write the way busy people read. Lead with the ask, keep it under three sentences when you can, and put the links up front.
• You’re comfortable nudging busy people, including contractors, clients’ assistants, and now and then the CEO herself, politely and more than once.
• You make the call when it’s yours to make. When you’re stuck, you pick the best option you can see, keep moving, and tell us what you decided.

WHAT YOU BRING

• Real experience supporting a founder or executive across inbox, calendar, and travel, where you were trusted to act on their behalf.
• Day-one comfort with Google Workspace (Gmail, Calendar, Drive), Slack, and Asana.
• Weekly, hands-on use of Claude, ChatGPT, or similar AI tools, with examples you can walk us through.
• Clear, concise written English. Your emails get answered because they’re easy to answer.
• Working hours that reliably overlap with Pacific Time mornings.

Preferred

• Marketing agency experience, or any role coordinating several client workstreams at once; you know what review cycles, approvals, and handoffs look like.
• Hands-on time in Pipedrive, Fathom, or a similar meeting recorder tool, and a password manager like LastPass.
• An SOP, checklist, or workflow you created that someone else actually used.

WHAT THIS ROLE IS NOT

• A full-time job squeezed into part-time hours. The scope is built for 10 to 15 focused hours. If a week is about to run over, you flag it before it happens and we decide together what moves.
• Client account management. The Director of Operations and our execution leads own client relationships and deliverable approvals. You keep the system behind them running clean.
• A strategy role. Catherine owns agency growth and strategy, and the Director of Operations owns priorities and escalations.
• A seat where someone hands you a task list every morning. Our playbook sets the standard; you run it, and you make it better.

WHY THIS ROLE EXISTS NOW The systems for this seat already exist. Our Executive Support Playbook documents the daily rhythm, the calendar rules, the meeting prep standard, the travel process, and the response times Catherine counts on. Our team built it, tested it, and refined it over real client work, and it holds up. What we need now is the person who can run it in fewer hours and make it sharper along the way. Take a 45-minute prep doc down to 15 with a better prompt. Turn a recurring scramble into a checklist. Notice the thing that keeps slipping, then fix the process behind it so it stops slipping. If a clean calendar and an empty inbox on a Friday afternoon feel like a small personal win, we should talk. HOW TO APPLY Apply through Indeed with your resume. Then send a short note to [email protected]. Start the note with the words “Ready for tomorrow” so we know you read all the way to the end. In the note, cover 3 things:

• The AI tools you use every week, and one task you’ve systematized or automated with them.
• Your answer to the scenario below, in five sentences or fewer.
• Your time zone, the hours you can reliably work, and confirmation that 10 to 15 hours a week at $800 USD per month works for you.

Optional (and it helps a lot): attach a meeting brief, SOP, or checklist you built, with anything confidential removed. The scenario. It’s the end of your afternoon check. Catherine has a 9:00 AM PT call tomorrow with a new prospect, booked through a referral. The invite has no agenda, and the company name in the invite doesn’t match the email domain of the person who booked it. What do you do before you log off? Pay: $800.00 per month Benefits:

• Flexible schedule

Application Question(s):

• What is your superpower as an EA/Operations Assistant?

Work Location: Remote