Administrative Assistant

Job description

What You’ll Do

You’ll act as the organizational backbone of our agency — ensuring no detail slips through the

cracks and freeing up our CEO to focus on high-leverage strategy.

1. Communication & Coordination

Manage inbox → triage and draft email responses; flag only priority items.

Monitor Slack/Teams/Fiverr → ensure no messages are left unanswered.

Schedule meetings → manage calendars, client calls, and content calls (with time zone

checks).

Follow up with team members, contractors, or clients on pending items.

2. Content Workflow Oversight

Maintain content calendars → ensure posts are in queue and on time.

Coordinate with editors/designers → confirm edits are completed without bottlenecks.

Upload and schedule posts on LinkedIn, YouTube, TikTok, Instagram, etc.

Review live content for typos, formatting issues, captions, or errors.

3. Client & Project Support

Prepare for content calls → gather notes, past content, and context in advance.

Track assignments → ensure hiring, client, or internal deliverables stay on schedule.

Update dashboards, trackers, and SOPs in Notion/Sheets.

4. Admin Support

Conduct light market research → competitor content, campaign ideas, keyword

inspiration.

Keep Google Drive, Notion, and folders organized and updated.

Track invoices/expenses (light bookkeeping, not accounting).

Who We’re Looking For

2+ years of experience as a VA, project coordinator, or similar role.

Background working with marketing agencies, creatives, or online businesses

(preferred).

Excellent written and spoken English.

Strong organizational skills with extreme attention to detail.

Comfortable using tools like Google Workspace, Notion, Slack, and social media

scheduling platforms.

Proactive communicator who takes ownership — doesn’t wait to be told what to do.

Able to work on Eastern Standard Time (EST) hour

40 hours per week, with potential for growth into an Operations Coordinator role as the agency

scales.

US Shift

SAL-4-4.5 LPA