• Job Description

  Req#: hBccZuLHlfJW
  About the Role
  
  We're looking for an ultra-organized, proactive, and time zone-savvy Executive Administrator & Scheduler to support the team of a fast-moving marketing agency that works exclusively with eCommerce brands. This role is mission-critical: you'll keep calendars running smoothly, support high-level communications, and help orchestrate meetings, team syncs and deadlines across multiple time zones.
  
  You'll be a trusted partner to leadership, enabling them to focus on strategic growth while you ensure nothing falls through the cracks.
  
  About the Company
  
  Onda (https://ondaworks.com/) partners with brands to help them grow, by way of our pool of highly vetted talent experts within all areas of digital marketing. Onda acts as a "one-stop-shop" for e-commerce brands seeking assistance with their digital marketing labor and execution needs by providing premium talent. Joining our talent network offers you connections to top-tier weekly training and opportunities to trouble shoot any issues that may arise on your accounts. This, coupled with a variety of support departments (scheduling, billing, client resolution, etc) to help you focus on what you do best and help us all grow as a business.
  Responsibilities:
  Executive Scheduling & Calendar Management
  
  
  • Manage complex calendars for 1-2 senior leaders, optimizing for productivity and alignment across global time zones.
  • Schedule internal and external meetings with clients and partners in the US, LATAM, and EU regions.
  • Anticipate scheduling conflicts and proactively offer solutions or alternatives.
  
  Administrative & Operational Support
  
  • Coordinate agendas, prep materials, and follow-ups for leadership meetings.
  • Assist with email triage and executive inbox organization when needed.
  • Manage travel planning and logistics (airfare, lodging, local transport) for agency events or conferences.
  • Support document formatting, digital filing, and task delegation in Asana or Notion.
  Client & Team Coordination
  
  • Serve as a communication bridge between leadership and client teams.
  • Maintain a clear snapshot of weekly priorities and ensure calendar alignment with business goals.
  
  Coordinate with team leads to keep recurring check-ins, project syncs, and strategy reviews on schedule.
  Qualifications:
  
  • 3+ years of experience as an executive assistant, scheduler, or operations coordinator (agency or startup experience preferred).
  • Excellent written and verbal communication skills in English.
  • Mastery of calendar tools (Google Calendar, Calendly) and time zone conversion platforms.
  • Tech-savvy with tools like Slack, Zoom, Asana, and Google Workspace.
  • Ability to juggle multiple priorities with grace, speed, and zero ego.
  • Comfortable working across U.S., Europe, and Asia Pacific time zones..
  • Strong attention to detail and a high level of discretion and professionalism.
  
  Preferred Qualifications
  
  • Experience working in or with a marketing agency or eCommerce brands.
  • Background supporting executives in high-growth environments.
  • Familiarity with basic marketing terminology or project workflows.
  • Enthusiastic about working with a global, remote-first team.

• About the company

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