Executive Assistant & Operations Coordinator

Company: Sharp Pen Media

Location: Miami, FL (hybrid in-person and remote)

Compensation: $50–70K depending on experience, fit, and location. Plus healthcare coverage, 4 weeks PTO, and retirement benefits.

Sharp Pen is a communications agency focused on the adtech industry.

We help CEOs and senior executives build their public voices, shape industry narratives, and raise awareness for their companies. Our work spans LinkedIn thought leadership, narrative development, media relations, newsletters, podcasts, and executive visibility strategy.

Our clients include some of the most prominent leaders in advertising technology.

Sharp Pen has grown quickly in recent years while remaining highly profitable. Our team currently supports roughly 20 clients across the adtech ecosystem.

We operate in a fast-paced, high-accountability environment where responsiveness, organization, professionalism, and strong communication matter enormously.

We’re now hiring an Executive Assistant & Operations Coordinator to support both agency operations and the CEO’s day-to-day execution. This is critical as demands on our CEO and staff’s time increase.

This role sits at the intersection of:

• executive support
• operational coordination
• scheduling
• project management
• internal organization

You will work closely with the CEO, existing Project Manager, Head of Operations, Director of Admin, and account managers to help keep both the agency and executive operations running smoothly.

This is not a passive administrative role. We are looking for someone highly proactive, detail-oriented, organized, and operationally minded — someone who naturally sees around corners, anticipates problems before they happen, and helps reduce friction across the business.

One hour you may be coordinating client meeting logistics or managing tasks in Asana. Another hour you may be helping solve a last-minute scheduling issue, coordinating travel, arranging a personal delivery for the CEO, or handling an executive logistics problem.

The right candidate enjoys being highly helpful, highly organized, and deeply operational across many areas of the business.

You will help support the CEO’s day-to-day operations and reduce logistical friction so leadership can stay focused on high-value work.

Responsibilities may include:

• calendar management and scheduling
• coordinating meetings and logistics
• travel coordination
• reservations and event coordination
• handling deliveries and errands
• helping manage personal logistics and operational tasks
• solving last-minute scheduling or logistical issues
• proactively identifying and preventing operational problems

This role includes some hands-on personal assistant responsibilities. We are intentionally looking for someone who is comfortable operating across both business and personal logistics in order to help protect the CEO’s time and energy.

You will help support the agency’s operational infrastructure and scheduling needs.

Responsibilities include:

• coordinating internal and external meetings
• helping manage scheduling across multiple time zones
• supporting real-time scheduling needs during U.S. business hours
• helping ensure meetings run smoothly and efficiently
• coordinating across leadership, account managers, writers, and operations staff
  

You will help support the operational execution of client work across the agency.

Responsibilities include:

• tracking deadlines and deliverables across multiple accounts
• helping ensure projects stay organized and on schedule
• managing tasks and workflows in Asana
• attending meetings and taking structured notes
• sending clear follow-ups with action items and deadlines
• helping maintain accountability across teams
• identifying bottlenecks or operational risks before they become problems
  

You should naturally enjoy organizing information, managing timelines, and keeping many moving pieces coordinated simultaneously.

You must be able to:

• handle many parallel workstreams
• prioritize effectively
• stay calm under pressure
• maintain accuracy while moving quickly
• manage ambiguity and changing priorities
  

This is one of the most important qualities for the role.

We are looking for someone who:

• thinks ahead naturally
• anticipates issues before they happen
• notices operational gaps
• follows through consistently
• takes ownership over outcomes, not just tasks
• helps reduce friction for both the CEO and the broader team
  

This role requires polished written and verbal communication.

You should be able to:

• write clear, professional emails
• communicate proactively and directly
• capture meeting discussions accurately
• coordinate confidently across clients, executives, and internal teams

Native or near-native English fluency is required.

Small mistakes create operational problems in our business.

You must consistently demonstrate:

• accuracy
• reliability
• strong follow-through
• care with logistics and scheduling
• strong organizational discipline
  

Sharp Pen moves quickly.

You should be comfortable with:

• rapid context switching
• a high meeting cadence
• frequent communication
• evolving priorities
• solving problems in real time
  

You should be comfortable using:

• Asana
• Slack
• Google Workspace
• Zoom
• Microsoft Suite

Bonus points for experience with:

• agency operations
• executive assistant work
• startup operations
• adtech, media, or B2B marketing
• client services environments
  

In your first 6–12 months, success will likely look like:

• the CEO experiencing meaningfully less operational friction
• internal scheduling and coordination becoming smoother
• client projects consistently staying organized and on schedule
• meetings becoming more structured and actionable
• strong collaboration with the operations and account management teams
• operational problems being identified before they escalate
• helping Sharp Pen scale without sacrificing quality or responsiveness
  

The process will likely include:

• a written organizational exercise
• a scheduling and logistics exercise
• a meeting-summary and follow-up assignment
• interviews with leadership and operations team members
  

Hours: Consistent availability during standard EST business hours (Monday–Friday)

Meetings: You’ll attend multiple internal and client meetings per day

Structure: This role will report to the Project Manager and also work closely with the CEO.

Start date: ~July 1 with some flexibility 

If interested, contact Joe Zappa, CEO of Sharp Pen Media, at joe@sharppenmedia.com.