Executive Assistant, Aztec Protocol

• If you thrive in fast-paced environments, enjoy building structure, and love being the operational backbone of a high-impact team, this role is for you
• 2–4+ years of experience in a Executive Assistance role
• You bring strong project management experience and a track record of delivering complex projects on time and at a high bar
• Exceptional organizational skills with the ability to manage multiple simultaneous workstreams
• Strong communication skills and experience holding teams accountable with diplomacy and clarity
• Proficiency with tools such as Google Workspace, Notion, Slack, and/or project management platforms
• Eagerness to learn new tools to increase efficiency and impact, like AI toolsets.Comfort working autonomously in a fast-paced, distributed team environment
• A proactive mindset: you anticipate needs before they arise and keep projects moving forward
• Flexibility to support CMO during off-peak hours due to travel or extraordinary business demands

Desirable

• We’re looking for an exceptionally organized, detail-driven Executive Assistant who can support our Chief Marketing Officer while driving operational excellence across Marketing
• You will ensure the team stays accountable, deadlines are met, and communication flows seamlessly across the organization
• Support the CMO with calendar management, email triage, meeting scheduling and preparation, expense submission and travel coordination
• Prepare and support All Hands presentations for the Marketing Team, internal decks, slide setup, formatting, and reformatting
• Support in the preparation of reports, business summaries, and retrospectives
• Maintain project momentum by sending reminders, tracking progress, and holding owners accountable for deliverables
• Oversee weekly meetings, building operational checklists, and ongoing team accountability processes for the Marketing Team
• Support Notion setup, organization, and database maintenance, ensuring clear documentation and operational hygiene
• Track and follow up on all Action Items (AIs) across projects and meetings
• Assist with contract and agreement preparation, formatting, building templates, and managing signature flows (including DocuSign distribution and follow-ups)
• Own community moderator contract workflows, invoices, and payment follow-through
• Manage invoice tracking, payment reminders, and ensure Finance receives accurate information on time for various contracts and agreements
• Maintain data for Marketing software, tools, subscriptions, and account owners
• Ensure timely travel bookings and reminders for the Marketing team according to event deadlines
• Coordinate conference attendance tracking, deliverables, and accountability workflows
• Organize two offsites a year for the marketing team
• Provide ongoing operational support to ensure the Marketing team runs efficiently, proactively anticipating needs as they arise
• Assist the Operations team, Events Manager, Head of Communications and other Marketing Teammates with adhoc requests and project management