Administrative Virtual Assistant
We're looking for someone who takes ownership, enjoys
creating efficient systems, and can help a busy entrepreneur stay organized.
Rather than simply completing tasks, the ideal assistant will proactively
suggest better ways to manage workflows, communication, and administrative
processes.
This role offers long-term growth potential, with the
opportunity to transition into a more comprehensive Executive Assistant
position as the company continues to expand.
Role Overview
:
We are seeking a highly organized and proactive
Part-Time
Administrative Assistant
to support the owner of a fast-growing advertising
agency. This role is ideal for someone who enjoys creating systems, managing
day-to-day administrative tasks, and helping a busy executive stay organized.
The initial focus will be on core administrative
responsibilities such as email management, calendar coordination, travel
logistics, and organization. As the business grows, there is potential for the
role to expand into a more strategic Executive Assistant position with
increased responsibilities.
The ideal candidate is confident in communicating with
business professionals, highly trustworthy, detail-oriented, and comfortable
working independently while recommending improvements to existing processes.
Scope of Work
:
The Administrative Assistant will be responsible for:
Manage
and organize a high-volume Gmail inbox, including email sorting,
prioritization, and inbox maintenance
Coordinate
calendars using Google Calendar
Book
and manage domestic and international travel arrangements
Organize
schedules and logistics for meetings and business activities
Maintain
spreadsheets and organize business information
Assist
with project tracking using
monday AI Work
Platform: The AI Workspace for People & Agents | monday.com
Update
and manage CRM records in HubSpot (preferred but not required)
Handle
administrative tasks related to sales and business development
Support
executive organization by developing and improving systems and workflows
Assist
with document organization and record management
Handle
confidential company, financial, government, and personal information with
discretion
Perform
general administrative support as assigned
Qualifications
:
Required
:
Previous
experience as an Administrative Assistant, Executive Assistant, or similar
administrative support role
Strong
business communication skills with
advanced written and spoken English
Experience
supporting executives or professionals in a B2B environment
Excellent
organizational and time management skills
Strong
attention to detail
Highly
reliable and able to work independently
Comfortable
handling confidential and sensitive information
Ability
to recommend and implement organizational systems rather than simply
following instructions
Proficient
with Google Workspace
Preferred
:
Tools Required,
candidates should be familiar with or
willing to learn:
Shifts & Hours
:
-
Part-Time:
Starting with 10 hours per week
; flexible schedule
Availability
during
Eastern Time (EST)
business hours is preferred
Candidates
available during
Pacific Time (PST)
or overlapping business hours
are also welcome
Opportunity
to increase hours as business needs grow (advance notice will be provided)
Target Start Date
: As soon as possible, with a
priority with finding the best matc
