Executive and Operations Assistant

Role: Executive and Operations Assistant

Reports To: Director of Operations (day-to-day); supports busy Agency Founder

Location: Remote. (Canada preferred; candidates elsewhere with strong Pacific Time overlap are welcome to apply)

Engagement: Contract, Part-time, 10-15 hours per week

Compensation: $800 USD per month, flat rate

How the hours work. Most of your time lands in two touchpoints each weekday: a morning block before Catherine’s first meeting, and a shorter afternoon check that sets up tomorrow. Exact windows get agreed before you start. The rate is flat on purpose: the sharper your systems, the closer your week lands to 10 hours.

ABOUT THE CMO AGENCY

The CMO Agency is a fractional CMO and marketing execution firm. Catherine Gutierrez built it after 20 years as a global marketing executive, where her specialty became growing B2B SaaS companies up to 5x in revenue. Today we run growth programs for B2B tech, fintech, and data companies with a lean core team and a bench of specialist contractors.

We run on systems: every client project lives in Asana, the team lives in Slack, Google Drive is the agency’s memory, and AI shows up in almost every workflow we have. It’s a small team with a lot of moving parts, and we hold a high standard for how work looks when it leaves the building.

ABOUT THE ROLE

This role keeps two people ready.

The first is Catherine, whose week runs on sales calls, client strategy sessions, and building the agency, usually across a couple of time zones. You own the layer underneath all of it: her inbox, her calendar, the prep she reads before every meeting, the follow-ups that happen after, and her travel whenever a client wants her in the room.

The second is our Director of Operations, who runs delivery across every active client account. You’ll be an extra set of eyes in Asana and Slack for that work, making sure every task has an owner, every deadline is visible, and nothing goes quiet without somebody noticing.

Here’s the part that makes this seat different. It’s 10 to 15 hours a week, which is enough time to do this job well only if you work the way we do, with checklists, templates, and AI carrying the repeatable parts so your judgment goes where it counts. If you’re the person who automates a task the second time you see it, keep reading.

Your North Star. Help Catherine show up as her best every day. You manage the details so she stays focused on clients, sales, and growing the agency. When something is on track, keep it moving quietly. When something is at risk, flag it early.

WHAT YOU WILL OWN

Catherine’s Inbox

• Triage her inbox every workday toward Inbox Zero: action items handled or drafted, reference material filed, and automated noise routed out with rules so it never comes back.
• Draft replies in Catherine’s voice, which is warm, direct, and short. You’ll learn quickly which ones she sends herself and which ones you send as her EA.
• Surface every client and sales email the same day. Those are never routine, even when they look routine.
• Follow up after 2 days of silence, inside the original thread, so no conversation splinters across 5 emails.

Calendar, Meeting Prep, and Follow-ups

• Run a daily calendar pass: no conflicts, attendees confirmed, every meeting carrying a video link and an agenda, and buffers protected between calls.
• Build the following week every Friday, with Monday’s meeting prep linked and ready for review before the weekend.
• Verify the company before you write a word of prep. Right organization, right website, right person; one wrong detail can cost Catherine the call.
• Write briefs that turn scattered Slack threads, emails, and call recordings into one page Catherine can act on: what the other side wants, the goal of the call, the history that matters, what she needs to learn or decide, open risks, and the recommended next step.
• Pull history for repeat meetings from Fathom recordings, Pipedrive, and prior notes.
• Close the loop after every meeting. Action items go on her calendar, follow-up emails are tracked, and the CRM stays up-to-date.
• Handle time zones without being reminded. Catherine works on Pacific Time, with clients in all time zones.

Travel (as needed)

• Confirm the parameters before you search: dates checked twice against the invite, who’s paying, the budget, preferred airports, and what time she needs to walk into the venue.
• Present your pick plus one alter…