Administrative Assistant

hace 2 semanas

Argentina Scale Army Careers A tiempo completo

Our client is a fast-growing marketing agency founded by seasoned hospitality professionals who believe technology and creativity can transform how restaurants, hotels, and experiences are discovered. They operate at the intersection of strategy, content, and performance, helping hospitality brands grow through modern marketing systems and innovative execution.

Location

Fully-Remote | 9 AM - 5 PM EST

Role Overview

The Administrative Assistant will support the leadership team by owning core administrative, operational, and coordination workflows that keep the agency running efficiently. This role combines executive support, project coordination, documentation, and light finance and content operations, enabling founders to focus on growth, client delivery, and new business opportunities.

Key ResponsibilitiesExecutive Assistance & Project Coordination

  • Manage and maintain project management tools including ClickUp, Slack, and Notion as needed.

  • Build and maintain executive dashboards in ClickUp to track leadership deliverables and progress.

  • Create, assign, and monitor tasks to ensure timelines, dependencies, and priorities are met.

  • Support leadership with client onboarding and coordination of deliverables.

Meetings & Scheduling

  • Schedule and manage internal and client meetings using Calendly and Google Calendar.

  • Coordinate meetings using Zoom and meeting transcription tools, capturing notes and action items.

Documentation & Operations

  • Act as a liaison between internal teams, freelancers, and vendors to ensure clear communication and documentation.

  • Route NDAs, SOWs, and vendor paperwork; track contract dates and agreements.

  • Assist in developing and documenting SOPs, playbooks, and workflow systems.

  • Maintain company platforms including Google Workspace, DocuSign, 1Password, Wisestamp, and shared drives.

  • Keep internal documentation, directories, and file structures organized and up to date.

Inbox & Executive Support

  • Triage executive inboxes by drafting replies, templates, and follow-ups.

  • Protect executive calendars and escalate decisions with appropriate context.

Content Operations

  • Collect, organize, and tag creative assets (photos, videos, menus, design files) using tools such as Google Drive, Dropbox, WeTransfer, , and internal databases.

Finance & Administrative Support

  • Maintain records of client agreements, milestones, and contract end dates.

  • Assist with basic bookkeeping coordination, budget tracking, and billing oversight.

  • Track client billing, payments, outstanding balances, expense receipts, and vendor invoices.

  • Support internal operations reporting, including project costs, ROI tracking, and vendor performance.

QualificationsExperience

  • 2–4 years of experience in digital marketing, project coordination, or administrative support.

  • Agency or hospitality industry experience is a plus.

Skills

  • Strong calendar and inbox management discipline.

  • Proficiency with ClickUp or similar project management tools.

  • Experience working with marketing tools, CRM systems, and operational platforms.

  • Excellent written and verbal communication skills in English.

  • Strong organizational and multitasking abilities with high attention to detail.

  • Comfort with data entry, reporting, and presentation preparation.

  • Self-driven, proactive, and able to work independently.

  • Detail-oriented mindset with strong documentation habits and ownership of outcomes.

Opportunity

This role offers hands-on exposure to hospitality marketing, operations, and leadership decision-making within a growing agency. You'll work closely with founders, gain experience across modern marketing systems and tools, and play a key role in building the operational foundation that supports client growth, internal efficiency, and long-term agency success.

Application Process:To be considered for this role these steps need to be followed:

  • Fill in the application form

  • Record a video showcasing your skill sets

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