Executive Assistant

Overview

Tao Digital Marketing is a growing agency dedicated to helping clients thrive in the ever more competitive digital/online space. We are passionate about delivering high-quality digital marketing strategies that drive results.

Who we are looking for

To support our growth and help streamline operations, we are looking for a highly organised and detail-oriented Executive Assistant to join our team; this individual will serve as a vital support to the agency's Director, ensuring the efficient operation of day-to-day activities within the agency.

Providing high-level administrative support, managing calendars, coordinating meetings, assisting with project reporting, and ensuring timely follow-up on tasks. Through proactive and efficient management of the director's schedule and tasks, the Executive Assistant will contribute to the smooth functioning of the agency.

• Provide executive-level administrative support to the director and wider team.
• Efficiently manage and organise calendars, appointments, and meetings to optimise time management.
• Assist in the creation and refinement of business processes to enhance agency operations.
• Track tasks and projects using project management software (preferably Click Up) to ensure timely completion.
• Prepare, manage, and distribute reports on the agency’s projects and activities.
• Deliver an exceptional standard of customer service to all clients and co-ordinate an effective timely response to clients by telephone, e-mail and video conferencing.
• Oversee communications, including managing emails, scheduling meetings, and preparing necessary documentation.
• Assist with financial administration, including invoicing and expense tracking, using Xero accounting software.
• Support the maintenance and enhancement of agency systems for client and internal project management.
• Serve as a primary point of contact for team members, vendors, and clients, as required.
• Take ownership of issues and respond promptly and proactively, updating the relevant team members and updating clients with solutions.
• Maintaining a reserve of stationery and marketing materials and ordering replacement materials.
• Liaise with venues and organisers regarding refreshments, facilities, seating and on-site equipment as required for events and exhibitions.
• Support colleagues and share information in order develop and promote excellent service delivery though teamwork.
• You must also be willing to undergo an Enhanced DBS check if not already held.

• Proven experience as an Executive Assistant or in an administrative role, preferably within a digital marketing or creative agency environment.
• Strong organisational skills with a keen eye for detail.
• Experience with project management software (Click Up experience preferred).
• Familiarity with accounting software (Xero, is preferred).
• Excellent communication and interpersonal skills.
• Ability to multitask, prioritise tasks, and work independently.
• Passion for process improvement and reporting.
• High proficiency in Google Workspace tools (Gmail, Calendar, Drive, etc.) and Microsoft Office Suite (Word, Excel, PowerPoint).

• A proactive and problem-solving attitude.
• Ability to work in a fast-paced environment.
• Strong work ethic and commitment to high-quality work.
• Passion for digital marketing and understanding of agency workflows.