Administrative Assistant for an Organizing Business in the US (Home Based Full Time)

Project & Task Management – Basecamp

• Set up and maintain client projects and project documentation
  

• Restart documentation and assign to-dos for repeat clients
  

• Maintain team project workflows and ensure information is current
  

• Identify missing information or outstanding tasks and proactively follow up
  

CRM & Client Administration – Dubsado

• Maintain accurate client and lead information
  

• Prepare and send templated proposals and client communications
  

• Update dates, pricing, project descriptions, and other information provided by the owner
  

• Track leads, proposals, and outstanding follow-ups
  

• Help ensure clients move through established workflows appropriately
  

Client Communication

• Send pre-templated/canned emails, consultation reminders, proposals, and other routine communications
  

• Flag communications that require the owner's personal response
  

• Track outstanding client responses and follow up when appropriate
  

Calendar & Scheduling

• Maintain Allison's personal calendar
  

• Schedule and coordinate appointments and other commitments
  

• Help identify scheduling conflicts and upcoming items requiring attention
  

Team Scheduling – When I Work

• Assist with administrative updates to employee schedules
  

• Help manage schedule changes and timekeeping information
  

• Flag scheduling issues requiring the owner's decision
  

Reporting & Data

• Create and maintain Google Sheets reports
  

• Perform accurate data entry and maintain information across company platforms
  

• Help keep company records consistent and current
  

Client Photo Management – CompanyCam & Lightroom

• Properly tag and organize client photos and videos in CompanyCam
  

• Pull appropriate images for social media, marketing, and portfolio use
  

Email Marketing – MailerLite

• Upload and format completed email/newsletter copy
  

• Create polished, professional layouts
  

• Manage links, images, formatting, and other newsletter details
  

• Writing marketing content is not required
  

Marketing Materials – Canva

• Organize existing marketing materials
  

• Maintain brand consistency using existing templates and guidelines
  

Link & Affiliate Management

• Maintain Linktree/Instagram bio links
  

• Update ShopMy affiliate links and product information as needed
  

• Check links periodically to ensure they remain accurate and functional
  

Product Inventory – Sortly

• Maintain product inventory records
  

• Update quantities and product information
  

• Assist with tracking organizing products purchased and sold to clients
  

• Identify discrepancies or missing information
  

Business Phone Management – FreedomVoice

• Monitor incoming messages daily
  

• Filter spam and identify legitimate client inquiries
  

• Flag important messages and ensure inquiries receive timely attention
  

Vendor & Product Research

• Research products, vendors, and service providers as requested
  

• Compare pricing, availability, reviews, and other relevant information
  

• Present findings in an organized format that makes decisions easy
  

• Follow up with vendors when appropriate
  

Research & Special Projects

• Complete general business and personal research projects
  

• Research solutions independently before asking for assistance
  

• Provide concise recommendations rather than simply presenting large amounts of information
  

Executive & Personal Assistance

• Assist the owner with personal administrative tasks as needed
  

• Schedule personal and household appointments
  

• Research and coordinate household service providers and vendors
  

• Assist with travel research, itineraries, reservations, and planning
  

• Research purchases and compare options
  

• Assist with online orders, delivery tracking, returns, and refunds when authorized
  

• Help manage family scheduling and personal administrative projects
  

• Maintain confidentiality when handling personal information
  

Follow-Up & Task Tracking

• Proactively track outstanding client, vendor, business, and personal action items
  

• Follow up when appropriate rather than waiting to be reminded
  

• Maintain a system for items awaiting responses or decisions
  

• Bring unresolved or time-sensitive matters to the owner's attention
  

• Help ensure important details do not fall through the cracks
  

Bookkeeping Support – Nice to Have

• Approximately 5 hours per month of QuickBooks data entry
  

• Assist with basic bookkeeping-related administrative tasks
  

• Prior QuickBooks or bookkeeping experience is preferred but not required