Administrative Virtual Assistant

Administrative Virtual Assistant

We're looking for someone who takes ownership, enjoys creating efficient systems, and can help a busy entrepreneur stay organized. Rather than simply completing tasks, the ideal assistant will proactively suggest better ways to manage workflows, communication, and administrative processes.

This role offers long-term growth potential, with the opportunity to transition into a more comprehensive Executive Assistant position as the company continues to expand.

Role Overview:

We are seeking a highly organized and proactive Part-Time Administrative Assistant to support the owner of a fast-growing advertising agency. This role is ideal for someone who enjoys creating systems, managing day-to-day administrative tasks, and helping a busy executive stay organized.

The initial focus will be on core administrative responsibilities such as email management, calendar coordination, travel logistics, and organization. As the business grows, there is potential for the role to expand into a more strategic Executive Assistant position with increased responsibilities.

The ideal candidate is confident in communicating with business professionals, highly trustworthy, detail-oriented, and comfortable working independently while recommending improvements to existing processes.

Scope of Work:

The Administrative Assistant will be responsible for:

• Manage and organize a high-volume Gmail inbox, including email sorting, prioritization, and inbox maintenance
  
• Coordinate calendars using Google Calendar
  
• Book and manage domestic and international travel arrangements
  
• Organize schedules and logistics for meetings and business activities
  
• Maintain spreadsheets and organize business information
  
• Assist with project tracking using monday AI Work Platform: The AI Workspace for People & Agents | monday.com
  
• Update and manage CRM records in HubSpot (preferred but not required)
  
• Handle administrative tasks related to sales and business development
  
• Support executive organization by developing and improving systems and workflows
  
• Assist with document organization and record management
  
• Handle confidential company, financial, government, and personal information with discretion
  
• Perform general administrative support as assigned
  

Qualifications:

Required:

• Previous experience as an Administrative Assistant, Executive Assistant, or similar administrative support role
  
• Strong business communication skills with advanced written and spoken English
  
• Experience supporting executives or professionals in a B2B environment
  
• Excellent organizational and time management skills
  
• Strong attention to detail
  
• Highly reliable and able to work independently
  
• Comfortable handling confidential and sensitive information
  
• Ability to recommend and implement organizational systems rather than simply following instructions
  
• Proficient with Google Workspace
  

Preferred:

• Experience working in a marketing or advertising agency
  
• Experience supporting sales or business development teams
  
• Experience using monday AI Work Platform: The AI Workspace for People & Agents | monday.com
  
• Experience using HubSpot CRM
  
• Experience coordinating travel arrangements
  
• Experience managing executive email inboxes
  

Tools Required, candidates should be familiar with or willing to learn:

• Google Workspace (Gmail, Google Calendar, Google Sheets, Google Docs)
  
• monday AI Work Platform: The AI Workspace for People & Agents | monday.com (preferred)
  
• HubSpot CRM (preferred)
  
• Google Flights
  
• Spreadsheet management tools
  

Shifts & Hours:

• Part-Time: Starting with 10 hours per week; flexible schedule
  
• Availability during Eastern Time (EST) business hours is preferred
  
• Candidates available during Pacific Time (PST) or overlapping business hours are also welcome
  
• Opportunity to increase hours as business needs grow (advance notice will be provided)
  

Target Start Date: As soon as possible, with a priority with finding the best matc