Executive Assistant and Communications Coordinator Executive Assistant and Communications Coordinator Executive Assistant to the Director, with Operations & Communication Focus Xperience Marketing Solutions (XMS) is a digital marketing agency that works with small and growing businesses in the USA and Europe. We have an incredible team of dynamic and collaborative marketing professionals devoted to our clients' growth and to each other. With over a decade of prosperous operations in Colombia, we're scaling our team and inviting talented individuals to join us on our path to becoming a premier agency. Position Title: Exec. Assistant - Operations & Communication Coordinator Location: Remote Employment Type: Full-time Position Overview: We’re looking for a highly organized, proactive, and adaptable Executive Assistant & Operations & Communication Coordinator to support the Executive Director of a fast-paced, growing marketing agency. In this hybrid role, you'll wear multiple hats—acting as the right hand to the Executive Director while also serving as a key point of contact for internal team coordination and external client communication. This role is ideal for someone who thrives in dynamic environments, enjoys taking initiative, and has a strong sense of ownership. You’ll manage daily operations, strategic communications, team alignment, and administrative workflows that keep everything running smoothly. Key Responsibilities: Provide direct support to the Executive Director through calendar management, meeting coordination, and daily task prioritization. Serve as a liaison between the Executive Director and internal teams, ensuring clear, timely communication across departments. Act as a key contact for client communications, helping to manage expectations, relay messages, and track follow-ups. Prepare agendas, take meeting notes, and follow up on action items to ensure accountability and progress. Coordinate cross-functional meetings, team check-ins, and performance updates. Handle ad hoc administrative tasks, special projects, and strategic planning support as needed. Draft internal memos, presentations, and status reports. Help manage internal systems (like project management or CRM tools) to streamline agency operations. What We're Looking For: 3+ years of experience in executive support, operations, communications, or project management (preferably in a marketing or creative agency). Proven experience supporting senior executives or leadership teams. Exceptional verbal and written communication skills in English. Highly organized with strong attention to detail and excellent multitasking abilities. Ability to prioritize competing tasks, manage time effectively, and work independently. Strong problem-solving skills and a proactive, self-starter mindset. Collaborative spirit with a positive, can-do attitude—ready to jump in wherever needed. Comfortable using remote collaboration tools such as Slack, Zoom, Google & Workspace Ability to work effectively with cross-functional teams. Nice to Have (Optional): Experience supporting C-suite or Director-level executives. Background in marketing, creative agencies, or startups. Traffic coordination - Internal & external communication experience Education: Bachelor – 4-year University diploma Business - management, marketing, communication or related (preferred) Software and tools: MONDAY (or experience with other project management tools, such as Asana, Trello) CRM software – tasks management software -MONDAY.com (preferred) MSFT. OFFICE (Office 365) SLACK, Google Workspace Languages: English (native or C1) It's a plus if you have lived in an English-speaking country. Character & personality: Positive, supportive & empathetic Honest, ethical, and reliable Solutions oriented Respectful, proactive, and assertive leadership Committed to continuous learning and improving Salary and Benefits: Remote position with collaborative team culture. Paid vacation, personal, and sick time Performance-based bonuses and incentives Opportunities for growth and leadership within the agency Seniority level Seniority level Mid-Senior level Employment type Employment type Full-time Job function Job function Marketing, Public Relations, and Writing/Editing Industries Marketing Services Referrals increase your chances of interviewing at Xperience Marketing Solutions by 2x Sign in to set job alerts for “Communications Coordinator” roles. 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