GlueIQ · 1 month ago
Exective Assistant
Coral Gables, FL
Full-time
Hybrid
Senior Level
5+ years expGlueIQ is a modern creative consultancy that blends strategic clarity with standout creativity. They are seeking an exceptional Executive Assistant to serve as a strategic partner for their CEO, requiring proactive thinking and the ability to operate autonomously.
AdvertisingCreative AgencyDigital Marketing
Responsibilities
Own the CEO's calendar with complete autonomy, proactively optimizing for strategic priorities, energy management, and revenue-generating activities
Protect deep work blocks and prevent meeting fragmentation
Conduct 6-week calendar audits to identify conflicts, dependencies, and optimization opportunities
Enforce meeting guardrails: 15-minute buffers, no more than 2-3 back-to-back meetings, protect specific dates, etc
Ensure calendar accuracy is maintained as the single source of truth
Serve as first line of defense for CEO inbox—triage, prioritize, and respond to routine inquiries
Achieve Inbox Zero twice daily (10am and 5pm)
Draft responses for approval on strategic matters; handle routine communications independently
Convert actionable emails into tasks in project management system
Shield CEO from low-value requests, vendor pitches, and non-strategic meeting requests
Plan and execute all business travel with meticulous attention to preferences (American Airlines, Premium Economy+, no bulkhead seats, strategic timing)
Create comprehensive travel briefs including meetings, logistics, materials needed, and contingency plans
Monitor flights in real-time and proactively manage rebookings and schedule adjustments
Coordinate ground transportation (Uber/Lyft preferred; car service for high-stakes events)
Ensure buffer days after major travel for recovery and catch-up
Prepare comprehensive meeting briefs for client, leadership, and strategic meetings
Ensure all participants have agendas, pre-read materials, and clear objectives
Schedule meetings with proper context, drive time, and preparation windows
Follow up on action items and track completion through project management system
Proactively identify which meetings require full prep vs. light prep
Maintain project tracking systems (Productive as system of record; Motion for CEO execution)
Convert conversations, notes, and meetings into actionable tasks with clear owners and deadlines (Ai Assisted)
Follow closed-loop communication on all delegated items
Provide weekly status reports on open loops, priorities, risks, and project changes
Coordinate cross-functional initiatives requiring CEO input or approval
Coordinate personal appointments and family commitments that impact the workweek schedule
Manage gifting system for clients, partners, and key relationships
Handle purchasing and expense management within established thresholds
Coordinate vendor relationships for office supplies, swag, and event support
Serve as a gatekeeper for media, podcast, and speaking opportunities
Qualification
Required
5+ years of experience supporting C-level executives, preferably in creative agencies, consultancies, or fast-paced entrepreneurial environments
Proven ability to manage complex calendars, travel, and competing priorities with minimal oversight
Exceptional written and verbal communication skills—able to write on behalf of the CEO with proper tone and judgment
Demonstrated proficiency with modern productivity tools (Ai enablement training will be provided)
Strong project management capabilities with ability to track multiple initiatives simultaneously
Impeccable attention to detail and commitment to follow-through
Proactive problem-solver who anticipates needs and identifies solutions before issues escalate
High emotional intelligence and ability to interact professionally with clients, partners, and leadership
Discretion and confidentiality when handling sensitive business and personal information
Comfortable with ambiguity and able to make sound decisions independently within established guardrails
Preferred
Experience in marketing, advertising, or consultancy environments
Familiarity with Productive, Motion, or similar project management platforms
Background supporting executives who travel frequently
Experience coordinating media appearances, speaking engagements, or thought leadership activities
Demonstrated ability to learn new systems and tools quickly
Understanding of marketing/creative industry dynamics and client relationship management
Benefits
Competitive compensation commensurate with experience
Opportunity to work directly with leadership in a high-growth creative consultancy
Exposure to diverse clients across B2B, B2C, travel, hospitality, , Automotive, retail, financial services, and more
Professional development opportunities and access to industry insights
Collaborative, values-driven culture that prioritizes clarity, creativity, and results
Autonomy and trust to make decisions within established frameworks
Impact on business outcomes and strategic direction
Company
GlueIQ
Glueiq is a marketing and strategy consultancy that offers creative strategy technology and pixel-perfect design and more.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Gaston Legorburu
Founder & CEO
Recent News
2026-01-11
Company data provided by crunchbase