Virtual Assistant

About the Role:

Quixta is a leading digital agency specializing in custom digital experiences like custom software development and websites. We help businesses create unique, high-performing digital experiences that drive engagement and growth. Our team is passionate about delivering innovative solutions tailored to each client’s needs.

We’re seeking a proactive, detail-oriented Virtual Assistant to support the CEO. This role goes beyond traditional admin tasks, you’ll handle accounting, client proposals, sales/marketing initiatives, and deeply understand agency operations by shadowing the CEO. You’ll act as a strategic partner, ensuring seamless workflows and driving key projects.

Key Responsibilities:

1. Executive Support & Operations

• Manage the CEO’s calendar, meetings, and priorities.
• Shadow the CEO in meetings, take notes, and follow up on action items.
• Act as a gatekeeper for communications (email, calls, Slack).
• Draft, edit, and finalize client proposals, contracts, and reports.

2. Financial & Accounting Tasks

Assist with basic bookkeeping (invoices, expense tracking, reconciliations).

• Coordinate with accountants/payroll
• Monitor budgets and financial workflows.

3. Sales & Marketing Support

Track leads, follow up with clients, and update CRM.

• Assist in creating sales collateral (decks, one-pagers).
• Support email marketing, LinkedIn, or ad-hoc campaigns.

4. Agency Operations

Document SOPs and improve internal processes.

• Manage team task lists (Asana/Trello) and ensure deadlines are met.
• Handle ad-hoc projects (e.g., event planning, vendor negotiations).

Skills & Qualifications:

3+ months as an EA or Operations role (agency experience is must).

Strong writing, editing, and financial literacy

Tech-savvy (GSuite, Notion/Asana, CRM tools, Canva).

Proactive problem-solver who anticipates needs.

Ability to work autonomously but also shadow/learn from the CEO.

• Nice to Have

• Experience in sales/marketing (cold outreach, LinkedIn, ads).
• Basic design skills (Canva, Figma) for deck creation.

• Why Join?

• High-impact role with direct access to the CEO.
• Opportunity to grow into a COO/Chief of Staff position.
• Work with international clients