Executive Assistant

Full Job Description

Company Description - Vroom Media

Mission: "To revolutionize life insurance marketing agencies and how people work."

We don't just deliver exceptional results for our clients—we've cracked the code on creating a world-class remote working experience that attracts industry legends. We're 100% remote and encourage our team to work from anywhere in the world.We believe peak performance comes when brilliant minds are fulfilled, challenged, and pursuing both personal and professional mastery simultaneously. No trade-offs, no compromises.

As our next Executive Assistant, you'll serve as the strategic right hand to our CEO, taking ownership of critical business development and client communication functions. Your primary focus will be driving prospecting initiatives, managing all client correspondence, and handling outreach campaigns that fuel our growth. You'll also coordinate complex processes and optimize systems that uphold our industry-leading service standards. This is a full-time position with significant growth opportunities for the right strategic professional.

What Makes You Exceptional (Core Qualities We're Seeking)

• You're a hustler - reliable and consistently online during 9am - 5pm EST business hours
• You take action - you don't wait for direction, you identify what needs to be done and execute
• You embody extreme ownership - you own outcomes and take full responsibility for results
• You're a natural problem solver - you find solutions rather than present obstacles
• You're proactively organized - you prevent issues before they impact operations
• You're an exceptional communicator - your client interactions build trust and confidence
• You thrive with autonomy - you make sound decisions independently while keeping leadership informed
• You're detail-oriented - you maintain accuracy even under pressure and competing priorities

Job Responsibilities

Primary CEO Support:Outreach & Prospecting:

• Reach out to prospective clients on LinkedIn using strategic outreach campaigns on behalf of the CEO
• Conduct daily dedicated outreach sessions to generate new business opportunitiesIdentify, research, and qualify potential leads for the sales pipeline
• Manage CEO's LinkedIn presence and professional networking activities
• Create and execute personalized outreach sequences that convert prospects into clientsTrack outreach metrics and optimize campaigns for maximum conversion rates

Client Communication Management:

• Monitor and respond to ALL client messages across Go High Level platform daily
• Check and respond to CEO emails, managing all client and prospect correspondence with professionalism
• Serve as the primary point of contact for client inquiries, ensuring 24-hour response times
• Escalate urgent client matters to CEO with full context and recommended actions

Executive Operations & Strategy:

• Confirm and coordinate CEO appointments and calendar managementDraft contractual agreements and handle document preparation
• Perform data entry and maintain accurate records across all CRM systems
• Implement AI solutions to increase operational efficiency and productivity
• Take complete initiative on CEO priorities without requiring constant direction
• Handle various ad hoc requests and special projects with full ownership and accountability

Essential Qualifications

• Demonstrated expertise in managing complex, multi-step processes with consistent follow-through
• Exceptional written and verbal communication skills with both clients and internal stakeholders
• Strong organizational abilities with experience prioritizing competing demands in fast-paced environments
• Collaborative mindset with a track record of building positive working relationships across teams
• LinkedIn prospecting experience and familiarity with outreach best practicesExperience supporting C-level executives and managing executive-level communications
• Proactive mindset with ability to work independently and take initiative without constant supervision

Schedule Requirements:

• Must be available and actively working during 9am - 5pm EST business hours
• Full-time position requiring consistent online presence and responsiveness

Job Requirements

Schedule Requirements:

• Must be available and actively working during 9am - 5pm EST business hours
• Full-time position requiring consistent online presence and responsiveness

Ready to become the CEO's strategic right hand and drive business growth through exceptional outreach and client communication?

We're looking for someone who can take complete ownership of prospecting, client relationships, and executive support while embodying the hustle mentality that drives results.

• Benefits:$1,000 - $1,500 USD / Month depending on experience
• Paid US Holidays

Skills Required

• Email Management - Intermediate
• Email Outreach - Intermediate
• Decision Making - Intermediate

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