Foundation is a digital marketing agency that helps ambitious B2B and enterprise companies achieve their goals through strategy, content, and distribution. We build full-funnel marketing systems that drive growth, establish category leadership, and generate qualified pipeline for revenue teams.
We work with some of the most respected brands in B2B across SaaS, professional services, higher education, and emerging tech. Our fully remote team values judgment, ownership, clear communication, and measurable impact.
We’re looking for an Executive Assistant to support our Chief Operating Officer (COO).
You’ll act as an extension of the COO’s judgment in operational, low- to medium-risk situations, filtering noise, making decisions independently, and acting on their behalf in routine communication. You’ll absorb ambiguity so the COO can stay focused on strategy, standards, and high-impact work.
Key Responsibilities:
- Triage incoming requests, messages, and meetings in real time.
- Decide what needs the COO’s attention, what can be handled independently, and what should be declined or deferred.
- Make low- to medium-risk decisions without escalation and move work forward.
- Maintain an accurate and intentional calendar, proactively resolving conflicts and reprioritizing as context changes.
- Monitor inbox and Slack to surface only urgent, sensitive, or high-impact issues.
- Prevent interruptions by resolving issues before they escalate.
- Own end-to-end travel planning for the COO, including flights, accommodations, ground transportation, and itineraries.
- Anticipate travel needs and preferences to minimize friction and back-and-forth.
- Adjust plans quickly when schedules or priorities change.
- Track tasks, requests, and initiatives to completion with urgency.
- Drive follow-ups and ensure nothing falls through the cracks.
- Coordinate across teams and stakeholders to close loops efficiently.
- Assist with admin tasks like booking travel for speaking gigs or coordinating media appearances.
- Be a second layer of execution — picking up projects or loose ends that free the EA to focus on higher-level coordination.
- Support light data analysis and reporting related to finance, operations, or planning.
- Help maintain and update Google Sheets, dashboards, or internal trackers.
- Prepare simple summaries or rollups so the COO can review data quickly and make decisions.
- Provide concise updates on decisions made and issues handled.
- Default to “acted + summarized,” not “waiting + asking.”
- Keep the COO informed without creating unnecessary noise.
Success Looks Like:
- The COO experiences materially fewer interruptions and ad-hoc decisions week over week.
- ≥85–90% of inbound requests are handled without escalation.
- Routine decisions are made independently and communicated clearly after the fact.
- Calendar time consistently reflects the COO’s highest-leverage priorities.
- Meetings are prepared, purposeful, and outcome-driven.
- Stakeholders experience clarity, responsiveness, and firm boundaries.
Who We’re Looking For…
- 3+ years supporting senior leaders (VP, COO, C-suite, or equivalent).
- Comfort making judgment calls with incomplete information.
- Ability to act independently and update proactively.
- Strong written communication skills; clear, direct, and professional.
- High integrity and sound judgment when handling confidential matters.
- Comfort saying “no,” “not now,” or “this doesn’t need the COO.”
- Experience with Google Workspace, Slack, ClickUp (or similar), and Zoom.
- Comfortable managing complex travel logistics.
- Experience in operations, finance, project coordination, or executive operations.
- Comfort working with Google Sheets, simple dashboards, or internal reporting.
- Background in agencies, consulting, SaaS, or high-growth environments.
- Prior experience acting on behalf of an executive in routine communication.
- Familiarity with Foundation’s services (strategy, content, SEO, distribution).
This role is not a fit if you:
- Prefer stable priorities and predictable workdays.
- Need detailed instructions before acting.
- Avoid conflict or feel uncomfortable setting boundaries.
- Escalate decisions “just to be safe.”
- Prefer one task at a time and long focus blocks.
- See your role as purely supportive rather than judgment-based.
Position Details:
- Full-time (Monday to Friday, ~40 hours/week)
- Remote — open to Canada (employee) or global contractors
Immediate benefits:
TECH BUDGET
We will give you a budget to buy the gadgets and tech you need to execute.
Note: This benefit is available to residents of Canada only.
100% REMOTE
Flexible work environment—we expect you to work hard, but give you the freedom to do it in your preferred setting.
ALL NATIONAL HOLIDAYS
We offer time off for all National Holidays. Whether you’re living in Canada, the US, Australia or Japan — you’ll get those days off.
Benefits after three months:
PAID TIME OFF
Two weeks minimum paid vacation days.
WELLNESS & FITNESS COVERAGE
We cover all team members’ costs for gym or yoga memberships. You have to keep the mind right to keep the grind right.
Note: This benefit is available to residents of Canada only.
EDUCATION REIMBURSEMENT
Learning is very important in our culture! We offer a monthly stipend to encourage you to buy books, listen to webinars, and purchase materials that will help you grow professionally and personally.
COMPETITIVE MEDICAL & DENTAL BENEFITS
We offer a competitive dental and healthcare benefits plan for colleagues and their families.
Note: This benefit is available to residents of Canada only.
HOW TO APPLY:
As part of your application, please complete the Culture Index survey. This must be submitted to be considered for the role.
Once completed, please follow this link to submit your application form for the position.