Operations AdminAdministrative Assistant

Position : Operations Admin/Administrative Assistant

Working Schedule : 8am-5pm EST

Salary Range :$1500-$2000 USD Monthly (the final salary will be determined by the candidates level of experience and at the discretion of the client)

About Us:
Were a fast-growing boutique marketing agency looking for a highly organized Operations Admin/Administrative Assistant to support our leadership team and keep our internal operations running smoothly. This person will play a key role in helping our team stay focused on high-level work by taking ownership of the administrative and operational tasks that keep projects moving.

If youre detail-oriented proactive great at communication and thrive in a support role youll be a great fit here.

Responsibilities:

Support the CEO

• Manage calendar and scheduling
• Prepare for meetings and organize notes
• Track reminders and follow-ups
• Help structure daily priorities
• Filter and organize inbox communication
• Ensure nothing slips through the cracks

Support the Project Manager

• Keep ClickUp updated daily
• Create tasks from meeting notes
• Follow up on overdue items
• Gather assets and information from clients
• Send follow-up emails and reminders
• Help prepare basic monthly reports
• Maintain clear organized task details

Support the Creative and Development Teams

• Organize design files and keep folder structure clean
• Prepare asset folders for new clients
• Document revisions and prepare tasks
• Collect needed assets from clients
• Deliver organized assets to vendors or partners
• Help projects stay on timeline by maintaining clarity

Client and Vendor Coordination

• Request client assets or information
• Schedule calls and send reminders
• Help with onboarding tasks
• Request quotes from vendors
• Manage non-technical vendor communication

Documentation and SOPs

• Help build and update SOPs
• Keep internal documentation clean and organized
• Maintain consistency across workflows and systems

Qualifications:

• 3 years of experience in the same or similar role
• Strong written and verbal communication
• Excellent organization and time management
• Comfort working in project management tools (ClickUp a major plus)
• Ability to follow instructions and ask for clarity when needed
• Attention to detail and ability to keep systems clean
• Comfort coordinating with clients and internal teams
• Ability to work proactively while also being responsive
• Reliable internet and consistent availability during US business hours
• Enjoys supporting others
• Finds satisfaction in keeping things organized
• Loves cleaning up messy systems
• Can juggle multiple responsibilities without stress
• Isnt afraid to follow up repeatedly until something is done
• Understands how to be proactive without stepping outside their lane

Note: This is not a creative role. This is not a technical role. This is a support and operations role meant for someone who thrives behind the scenes.

Why Youll Love Working With Us:

• Stable full-time remote position
• Growth opportunity as the agency expands
• Work directly with a high-performing team
• Clear expectations and structured responsibilities
• Meaningful impact on how the entire agency functions