Admin Assistant

As our Virtual Assistant for a digital marketing agency, you help us create an outstanding experience for our clients & community, while removing the routine but necessary administrative tasks from our leadership team so we can be confident the business is running smoothly and focus on growth. You will be in charge of a high volume of details and a myriad of tasks…if that sounds fun, here are more details:

Execute our client onboarding process via Docusign, Ontraport, and Facebook.
Create sales landing pages for upcoming events
Ensure our clients have access to tech support for the duration of their time in our program(s).
Manage calendar including scheduling appointments, handling cancellations and monitoring calendar load
Manage email inbox including reading, organizing, responding to and/or forwarding emails
Coordinate and manage Calendly appointments
Create and/or edit routine posts, respond to social media comments, and monitor Facebook accounts
Ensure all clients are in the correct Facebook groups and monitor engagement
Update spreadsheets to reflect Facebook stats
Copy/paste posts to social media manager platforms
Take notes during meetings
Adding content to online resource library
Email builds as needed
Set up and manage reporting dashboards in Agency Analytics and similar platforms.
Manage incoming phone calls (9 am to 4 pm)

The Position Requires:

Ready access to reliable, high-speed internet and a laptop for video conferencing
Experience with process management (email, calendar, electronic filing)
Proficient in Google Drive, Zoom, Asana, Slack, and related Apps
High-level communicator with excellent communication skills, including spelling and grammar
2 years marketing experience
Weekly attendance of team staff meetings Tuesdays 9am-11a PST
Must be able to work at least 4 hours each day (and 6 hours if offered full-time position) with the team’s normal schedule of 8a-5p PST.
Fluent English-speaker

Bonus points: Proficiency in marketing automation software (such as Ontraport and Calendly) and social media advertising

About You

You will thrive in this role if the following statements describe you:
You love creating processes that make a business run more smoothly and in doing so, make everyone’s lives better
You have said at least once in your life, “I love the details!”
Like this detail – please write “I love the details” at the top of your proposal
You understand not only the importance of being an ambassador for the company, but you are well-versed in how it’s done
You have an ability to communicate effectively and with a high level of professionalism via phone, in-person, and email to make our clients happy and successful
You are able to think ahead and proactively offer solutions and/or make others aware of opportunities or pitfalls and share best practices
You are described as being committed, loyal, supportive, good-natured and confident

The position will begin at 20 hours a week but will quickly grow to 40 hours depending on the quality of work and fit with our team culture.