Executive Assistant to the Founder (Operations, Process and AI)

About us

Growthub is a creative agency that makes high-performing paid ad creatives for brands that want to scale. We specialize in "stealth creatives": podcast clips, street interviews, skits and authority-led educational ads that feel like native social content rather than typical UGC.

We run the full creative process in-house, from customer research and creative strategy to filmmaking, direct response editing and data-led iteration. Brands we have worked with include Shapermint, Obvi and MamaBird, and we have scaled clients such as an AI SaaS app past $1M/month in ad spend.

As we grow, the Founder needs a right hand who can turn how things get done today into clear, repeatable systems.

About the role

This is not a traditional inbox-and-calendar EA role. You will work side by side with the Founder every day, watching how they work, spotting what repeats, and turning it into documented processes, automations and AI-powered workflows.

You will join an existing part-time assistant who will continue to support a few hours a day. You will be the full-time owner of the Founder's operations, available during ET business hours.

Key responsibilities

Shadow and systemize

• Sit in on the Founder's daily work (calls, reviews, planning, client and team communication) and map what they actually do.

• Identify recurring tasks and decisions, then write them up as clear SOPs, checklists and templates.

• Hand off documented processes to the team and make sure they are followed.

Automate and apply AI

• Build automations that remove manual steps across our tools (project management, docs, Slack, email, CRM, forms).

• Design and test AI workflows (Claude, ChatGPT and similar) for research, briefs, summaries, reporting and admin.

• Keep a living library of prompts, automations and workflows, and improve them over time.

Project and executive support

• Track the Founder's priorities, projects and deadlines, and follow up with the team so nothing slips.

• Prepare agendas, take notes and turn meetings into action items with owners and dates.

• Manage the Founder's calendar, inbox triage and day-to-day admin.

• Coordinate with the part-time assistant on handovers and shared tasks.

Requirements

• Project management background: 2+ years running projects, timelines and multiple stakeholders.

• Agency experience is a must: you have worked in or with a creative, marketing or advertising agency and understand client deadlines, revisions and production workflows.

• Excellent written and spoken English, clear, confident and professional.

• Available full time during US Eastern Time (ET) business hours.

• Hands-on with AI tools and comfortable experimenting with new ones.

• Strong process mindset: you naturally document, simplify and improve how work gets done.

• Highly organized, proactive and comfortable working directly with a fast-moving founder.

• Reliable internet connection and a quiet workspace.

Nice to have

• Experience with automation platforms such as Zapier, Make or n8n.

• Familiarity with Notion, Slack, Google Workspace and similar tools.

• Exposure to video, ad or content production workflows.

• Previous EA or chief-of-staff experience supporting a founder or executive.

How to apply

Apply through our careers page and include:

1. Your CV or LinkedIn profile.

2. A short note (max 200 words) on the agency you worked with and one process you built or improved there.

3. One example of how you have used AI or automation to save time at work.

4. A 2 minute Loom or voice recording introducing yourself in English.

Applications without the agency experience note or the recording will not be reviewed.