Job Title: Executive Assistant to the Vice President of Finance & Special Projects
Company: Choose Life Marketing
Location: Remote
Job Type: Full-time

POSITION OVERVIEW

Choose Life Marketing, a pro-life marketing agency, is seeking a highly capable and proactive Executive Assistant to support our Vice President of Finance & Special Projects. This critical role requires a detail-oriented, tech-savvy professional who thrives in a fast-paced environment and anticipates needs before they arise. The ideal candidate will demonstrate both operational excellence and forward-thinking initiative, contributing directly to the efficiency and effectiveness of executive operations.
You will play a pivotal role in managing the VP’s complex calendar, internal and external communication, cross-functional project workflows, and administrative tasks—all while maintaining a sharp focus on accuracy, problem-solving, and process improvement.

QUALIFICATIONS

• Proven experience (2+ years) in executive administrative support
• Solid understanding of business operations and project workflows
• Strong technical aptitude—comfortable with ERPs, Google Suite, Microsoft Office, and tools like Hive and HubSpot
• Familiarity with online calendars and productivity platforms
• Strong organizational and multitasking skills, with an ability to anticipate needs
• Exceptional written and verbal communication skills
• Discreet and trustworthy with confidential and sensitive information
• Self-starter who takes initiative and proposes solutions proactively
• Ability to work independently in a remote environment

PREFERRED EXPERIENCE

• 1+ years of marketing or agency experience
• Familiarity with the EOS (Entrepreneurial Operating System) and Ninety software
• Experience with client communication and contractor management

• Manage and optimize the VP’s calendar, meeting schedule, and daily workflow
• Proactively lead daily and weekly scrum meetings with the VP
• Track client and internal project progress specific to the VP’s responsibilities
• Coordinate appointments and events in collaboration with the Travel & Event Coordinator
• Arrange travel and accommodations as needed
• Serve as liaison between the VP and internal/external stakeholders
• Prepare and update reports and dashboards (Hive, HubSpot, Google Sheets, etc.)
• Oversee multiple email inboxes and prioritize communication on the VP’s behalf
• Respond promptly to internal and external inquiries
• Drive internal communication initiatives and facilitate information flow
• Identify and recommend improvements to systems and processes
• Maintain, document, and enhance SOPs (Standard Operating Procedures)
• Take and distribute meeting notes from executive meetings
• Lead EOS Ninety Caledon Virtual L10 Meetings (if applicable)
• Support CLM and Caledon Virtual brand communications and campaigns
• Manage contractor workflows, hours, deliverables, and budgets
• Interface with clients regarding project updates and timelines
• Submit project tasks via Hive to relevant contractors and employees
• Prioritize and manage Slack communication on behalf of the VP
• Assist with weekly updates to the Ninety EOS scorecards for CLM
• Support recruitment efforts for departmental roles (screening, communication, coordination)
• Help create onboarding documentation and support new hire training
• Regularly gather updates from team leaders to ensure SOPs stay current