Administrative Assistant, Project Coordinator

Hello!
This role requires a combination of capabilities from a curious & action-biased candidate, including aspects of administration, marketing, communications, customer service, & project coordinating.

This is an intermediate to advanced role,
working under the direction of the COO, who is a high-performing strategist, analyst, & management leader.

SUMMARY of OPPORTUNITY
__This role is for 30-40 h/wk, depending on candidate availability.
__Pay is dependent on experience.
__Working hours are Central Standard Time (CST), and must fall within the window of 7am to 7pm CST
__There is a startup period of up to 90-days, which is a fully paid experience. During this time, you will work on projects and be a part of the team.

**Serious Candidates only, please. We prioritize Job Candidate Interest Ratings of 5 stars and higher.
**References required, and additional supporting information may be requested from the candidate.

ABOUT US
__We are a management company, operating as an AGENCY, in order to serve several different companies.
We are seeking a new team member who can support the COO, who manages several brands across different industries. The industries range from hospitality/travel, events & experiences, crafting & art, and business management.

__We value collaboration, curiosity, and diligence.
Even when we’re building something from scratch, we work with the intention to create systematic processes that will bring us all efficiencies in the future.

__We are entrepreneurs who collaborate with other entrepreneurs. Our strengths are connecting people & ideas, portfolio management. We support each other to embrace opportunities for personal growth so that we can continuously improve ourselves and our teams.

AN IDEAL CANDIDATE IS:
-Able to exercise strong attention to detail and diligence in independent research
-HIGHLY CURIOUS with a disposition to deeper learning in topics including: Business/Management, Marketing, Tech Stack optimization, Analyzing administration and operations workflows, and more!

-Aware of fundamental principles of marketing & comms for a US audience [you play a role in the marketing workflow, and will require an “eye” for essential principles of graphic design, communications, & customer service.]

-Fluent in applying principles of administration, communications, & customer service
-Experience using principles of economics, finance, supply chain, procurement

-ANALYTICAL, Action-biased, & Team oriented
-A critical thinker able to exercise independent judgment and discretion
-Able to demonstrate a range of CREATIVITY, open communication, tenacity and resourcefulness

-MOTIVATED to leverage their current strengths to learn new skills/tools/techniques
-Self-motivated with a learning attitude and a sense of urgency
-Capable of handling multiple tasks with competing priorities under minimal supervision
-Technologically-savvy and resourceful
-Results-oriented and solution-focused with a problem-solving attitude
-An effective communicator, speaking and writing

CANDIDATE RESPONSIBILITIES
-Provide a full range of administrative operations to enable operations and support the Management Team
-Perform internet research for a variety of objectives across brands, including competitor analyses, industry trends, data mining, etc.
-Systematically use strings, queries, prompts for research using online databases and maintain records of research activity
-Manage records and information for organization
-Build & maintain spreadsheets with simple calculators to model decisions, including basic price & revenue models, cost comparisons, etc.
-Create SOPs for research projects and help maintain the overall SOP library development
-Monitor industry trends and behaviors using software & search alerts
-Monitor management apps for messaging, metrics
-Keep STR app accounts & channel manager updated, including property descriptions
-Attend meetings to support task management for teams
-Manage document libraries for teams across brands

-Interface with & support the marketing team cross brands, which may include transcribing media, monitoring KPIs/dashboards, creating scheduled reports during the month, primary keyword research
-Interface with & Support operations across brands, including property management functions & account monitoring
-Monitor online marketing and social media performance and demonstrate understanding of marketing best practices

-Perform support duties including but not limited to: database management, reporting and analytics, maintaining marketing materials
-Contribute to weekly team meetings to report observations, identify growth opportunities, and ask questions to ensure alignment to the teams objectives and overall business strategy

QUALIFICATIONS
-Demonstrated capabilities and performance in influential management
-Command of Microsoft Office (Word, Excel, PowerPoint, Outlook)
-Command of Google Business Suite (gmail, docs, sheets, drive, calendar)

-Fluency in Project Management Tools (MS Planner, ClickUp)
-Proficiency using CANVA
-Proficiency with ClickUp, Loom, Kajabi

-Experience with telephone line management
-Proficiency outlining, drafting and copyediting
-Fluency in document control design & management
-Fluency using google scholar, online databases/libraries for primary research in a range of fields and according to the research project scope

-Experience designing & building tech stacks is preferred
-Experience researching processes & workflows is preferred
-Curiosity to learn new ways of working due to a commitment to optimize workflows

-Experience implementing AI/GPT to increase workflow efficiencies, as appropriate
-Familiarity with marketing analytics tools
-Familiarity with social media tools (Hootsuite, ConvertKit, MailChimp)

-Experience working with a Management team and influencing colleagues
-5+ years experience involving business administration; prior roles in Executive Assistant, Project Management, HR, Team Lead, or General Administrative or Management roles preferred

-Minimum 3 years experience as an Executive Assistant or General Administrative or Management roles preferred
-Minimum 3 years managing an office, department, or operations team
-Associates degree required, Bachelor’s degree preferred, Graduate degree welcomed

OUR CANDIDATE EVALUATION PROCESS
-Serious applicants can send inquiries or apply via DM here – include resume & portfolio!
*****We prioritize interest ratings of 5 stars and higher
-Selected candidates will receive a note to correspond via email to provide an opportunity for us to ask each other questions to clarify expectations.
-Finalists will be invited for a assessment & video interview

WORKING WITH US
-Onboarding will be provided and ongoing support will be available.
-Daily communication to ensure efficient project management.
-Resources & training that will help enable and empower each team member in their role.