Executive Assistant to the Director of Business Development
ADBM Agency
📍 Remote💰 1400VA / AdminFull-TimeAgency
About the role
This is not a typical administrative role. Our business runs on long-term relationship building and highly personalized client onboarding that can take weeks, months, or even years. This person's job is to protect and multiply the director's time so he can stay focused on the human side of the business - meeting people, building trust, closing opportunities - while the EA runs everything behind the scenes.
What We're Looking For
- Exceptional written and verbal communication skills
- Sharp attention to detail and low tolerance for errors
- Strong ownership mentality - sees things through, doesn't hand back work half done. Knows how to fill in the gaps independently, or ask the right questions, when the objective is vague
- Natural curiosity about the bigger picture of the business, not just the immediate task
- Creative - eye for good design
- Experience creating beautiful documentation, processes, and SOPs
COMPENSATION PACKAGE
Monthly Salary: $1400 USD
Annual Retention Bonus
$500 Annual Tech Allowance
PTO
RESPONSIBILITIES
- Executive support: Manage calendar, correspondence, and priorities with precision; anticipate needs before being asked
- Project ownership: Take projects from idea to completion - follow through until things are truly done
- Process improvement: Spot inefficiencies and build SOPs (standard operating procedures) to fix them, proactively
- Research and prep: Prepare briefings, meeting materials, and relationship notes so the director walks in informed
- Quality control: Proofread all outgoing materials for accuracy, tone, and polish
- Thoughtful AI use: Use AI to enhance quality and speed, never as a substitute for judgment
- Personal and professional support: Handle a mix of tasks that free up the director's time and mental bandwidth
QUALIFICATIONS
Most important trait
The last hire leaned on AI tools to think and write for them, and skipped critical thinking and proofreading as a result. This time, we need someone who:
- Thinks critically and manually first, doing the thinking, research, and proofreading themselves
- Uses AI second, as a tool to polish, speed up, or automate, only after deeply understanding the task
- Catches their own errors before anyone else sees them
Engagement and Mindset
- Shows up fully present - takes physical notes on virtual calls even when Fireflies is recording, because active listening sharpens judgment in a way a transcript can't
- Genuinely curious to learn the architecture, design, and build industry at a deep level - enough to catch nuance in client communication, collaborator timelines, and project language
- Hospitality mindset - brings warmth, energy, and a good attitude to every interaction
- Proactive - does not wait to be handed work; looks for ways to help the department win, with the larger goal of more projects and more happy clients
Technology and Tools
Prior experience with these is a plus, but willingness to learn quickly matters more than prior mastery.
- Airtable
- Claude (and other AI tools)
- Google Suite
- Gmail
- Zoom
- Adobe Editor
- LinkedIn
- Calendly
- Apollo
- Miroa
- Fireflies