Job Description

Foundation is a digital marketing agency that helps ambitious B2B and enterprise companies achieve their goals through strategy, content, and distribution. We build full-funnel marketing systems that drive growth, establish category leadership, and generate qualified pipeline for revenue teams.

We work with some of the most respected brands in B2B across SaaS, professional services, higher education, and emerging tech. Our fully remote team values judgment, ownership, clear communication, and measurable impact.

We’re looking for an Executive Assistant to support our Chief Operating Officer (COO).

You’ll act as an extension of the COO’s judgment in operational, low- to medium-risk situations,  filtering noise, making decisions independently, and acting on their behalf in routine communication. You’ll absorb ambiguity so the COO can stay focused on strategy, standards, and high-impact work.

Key Responsibilities:

Decision & priority ownership

• Triage incoming requests, messages, and meetings in real time.
• Decide what needs the COO’s attention, what can be handled independently, and what should be declined or deferred.
• Make low- to medium-risk decisions without escalation and move work forward.

Attention & time management

• Maintain an accurate and intentional calendar, proactively resolving conflicts and reprioritizing as context changes.
• Monitor inbox and Slack to surface only urgent, sensitive, or high-impact issues.
• Prevent interruptions by resolving issues before they escalate.

Travel & logistics ownership

• Own end-to-end travel planning for the COO, including flights, accommodations, ground transportation, and itineraries.
• Anticipate travel needs and preferences to minimize friction and back-and-forth.
• Adjust plans quickly when schedules or priorities change.

Execution & follow-through

• Track tasks, requests, and initiatives to completion with urgency.
• Drive follow-ups and ensure nothing falls through the cracks.
• Coordinate across teams and stakeholders to close loops efficiently.
• Assist with admin tasks like booking travel for speaking gigs or coordinating media appearances.
• Be a second layer of execution — picking up projects or loose ends that free the EA to focus on higher-level coordination.

Data, reporting & operational support

• Support light data analysis and reporting related to finance, operations, or planning.
• Help maintain and update Google Sheets, dashboards, or internal trackers.
• Prepare simple summaries or rollups so the COO can review data quickly and make decisions.

Proactive visibility

• Provide concise updates on decisions made and issues handled.
• Default to “acted + summarized,” not “waiting + asking.”
• Keep the COO informed without creating unnecessary noise.

Success Looks Like:

• The COO experiences materially fewer interruptions and ad-hoc decisions week over week.
• ≥85–90% of inbound requests are handled without escalation.
• Routine decisions are made independently and communicated clearly after the fact.
• Calendar time consistently reflects the COO’s highest-leverage priorities.
• Meetings are prepared, purposeful, and outcome-driven.
• Stakeholders experience clarity, responsiveness, and firm boundaries.

Who We’re Looking For…

Must-Haves

• 3+ years supporting senior leaders (VP, COO, C-suite, or equivalent).
• Comfort making judgment calls with incomplete information.
• Ability to act independently and update proactively.
• Strong written communication skills; clear, direct, and professional.
• High integrity and sound judgment when handling confidential matters.
• Comfort saying “no,” “not now,” or “this doesn’t need the COO.”
• Experience with Google Workspace, Slack, ClickUp (or similar), and Zoom.
• Comfortable managing complex travel logistics.

Nice-to-Haves

• Experience in operations, finance, project coordination, or executive operations.
• Comfort working with Google Sheets, simple dashboards, or internal reporting.
• Background in agencies, consulting, SaaS, or high-growth environments.
• Prior experience acting on behalf of an executive in routine communication.
• Familiarity with Foundation’s services (strategy, content, SEO, distribution).

This role is not a fit if you:

• Prefer stable priorities and predictable workdays.
• Need detailed instructions before acting.
• Avoid conflict or feel uncomfortable setting boundaries.
• Escalate decisions “just to be safe.”
• Prefer one task at a time and long focus blocks.
• See your role as purely supportive rather than judgment-based.