[Hiring] Executive Assistant to the Founder @Growthub Agency

Role Description

This is not a traditional inbox-and-calendar EA role. You will work side by side with the Founder every day, watching how they work, spotting what repeats, and turning it into documented processes, automations and AI-powered workflows.

You will join an existing part-time assistant who will continue to support a few hours a day. You will be the full-time owner of the Founder's operations, available during ET business hours.

Key responsibilities

• Shadow and systemize:
  • Sit in on the Founder's daily work (calls, reviews, planning, client and team communication) and map what they actually do.
  • Identify recurring tasks and decisions, then write them up as clear SOPs, checklists and templates.
  • Hand off documented processes to the team and make sure they are followed.
• Automate and apply AI:
  • Build automations that remove manual steps across our tools (project management, docs, Slack, email, CRM, forms).
  • Design and test AI workflows (Claude, ChatGPT and similar) for research, briefs, summaries, reporting and admin.
  • Keep a living library of prompts, automations and workflows, and improve them over time.
• Project and executive support:
  • Track the Founder's priorities, projects and deadlines, and follow up with the team so nothing slips.
  • Prepare agendas, take notes and turn meetings into action items with owners and dates.
  • Manage the Founder's calendar, inbox triage and day-to-day admin.
  • Coordinate with the part-time assistant on handovers and shared tasks.

Qualifications

• Project management background: 2+ years running projects, timelines and multiple stakeholders.
• Agency experience is a must: you have worked in or with a creative, marketing or advertising agency and understand client deadlines, revisions and production workflows.
• Excellent written and spoken English, clear, confident and professional.
• Available full time during US Eastern Time (ET) business hours.
• Hands-on with AI tools and comfortable experimenting with new ones.
• Strong process mindset: you naturally document, simplify and improve how work gets done.
• Highly organized, proactive and comfortable working directly with a fast-moving founder.
• Reliable internet connection and a quiet workspace.

Requirements

• Experience with automation platforms such as Zapier, Make or n8n.
• Familiarity with Notion, Slack, Google Workspace and similar tools.
• Exposure to video, ad or content production workflows.
• Previous EA or chief-of-staff experience supporting a founder or executive.

How to apply

Apply through our careers page and include:

• Your CV or LinkedIn profile.
• A short note (max 200 words) on the agency you worked with and one process you built or improved there.
• One example of how you have used AI or automation to save time at work.
• A 2 minute Loom or voice recording introducing yourself in English.

Applications without the agency experience note or the recording will not be reviewed.