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.
