Administrative Assistant

Assistant
Remote
April 9, 2026
Application ends: July 8, 2026

Job Description

REQUIREMENTS

  • Extremely organized and detail-oriented
  • Strong communicator (written and verbal)
  • Comfortable managing multiple tasks at once
  • Tech-savvy and quick to learn new systems
  • Responsive and proactive
  • Able to handle fast-paced, same-day requests and shifting priorities
  • Able to respond to time-sensitive needs such as scheduling changes, proposals, and team updates

RESPONSIBILITIES

Client & CRM Management

Tools: Dubsado, Google Drive, Apple Shared Notes

  • Schedule consultations and ensure consultation invoices are paid
  • Collect and update client information
  • Maintain accurate and up-to-date client records in Dubsado
  • Upload and organize project prep forms
  • Maintain detailed shared client notes
  • Ensure Google Drive folders are complete and organized
  • Keep CRM dates accurate (consults, installs, refreshes)

Proposals & Booking

  • Draft proposals using templates
  • Send proposals after approval
  • Track follow-ups and booking status
  • Answer basic client questions
  • Document project scope and key details

Scheduling & Team Coordination

Tools: When I Work

  • Create and manage job sites (client name + address)
  • Schedule jobs and assign team members
  • Update schedules based on changes
  • Manage team availability/unavailability
  • Coordinate last-minute scheduling needs
  • Ensure team has accurate project details

Daily Team Support

Tools: Voxer, When I Work, Gusto

  • Serve as the first line of response for team communication via Voxer
  • Answer team questions related to:
  • Scheduling
  • Client details
  • Time tracking
  • General processes
  • Escalate complex issues to leadership when needed

Client Communication

  • Respond to client inquiries
  • Follow up with leads via text or email
  • Coordinate scheduling changes
  • Request testimonials
  • Schedule refresh sessions

Marketing Support (Execution)

  • Upload portfolio photos to the website
  • Add new project images
  • Link press features/articles
  • Update website content as directed

Administrative Support

  • Create and track gift cards
  • Handle donation requests
  • Maintain and organize Google Drive folders
  • Prepare project wrap-up communications

Are you interested in this position?


Apply by clicking on the “Apply Now” button below!

#CrossChannelJobs #JobSearch
#CareerOpportunities #HiringNow
#Employment #JobOpenings
#JobSeekers
#FacebookLinkedIn

Related Jobs