Client Accelerators is an advertising agency that manages over $40 Million Dollars a year across Facebook & Google.
Administrative Assistant
Location
Worldwide
Posted
21 hours ago
Salary
$500 - $750 / month
Seniority
Mid Level
No structured requirement data.
Job Description
Administrative Assistant
Client Accelerators
Role Description We are hiring a Virtual Admin Assistant to support our EA & Talent Acquisition Lead as a direct proxy. This is a high-trust, high-accountability support role. You will be plugged into the operational backbone of a fast-moving agency and expected to learn quickly, execute reliably, and grow into broader ownership over time. This role sits at the intersection of Executive Operations, HR & Talent Acquisition, Finance Administration, and Property Management. Your goal over 90 days is to absorb every task and process so that you can handle them independently — freeing the EA to lead on CEO strategy and Talent Acquisition. Responsibilities - Executive & Administrative Operations - Manage G-Drive: organize folders, name documents correctly, maintain version control - Update and maintain the Asana Operations Task Board — keeping all tasks current, correctly categorized, and properly assigned - Coordinate system access: set up and revoke tool access (Fathom, ClickFunnels, QuickBooks, etc.) as directed - Handle QuickBooks Online admin tasks: send documents to Unloop, organize financial records, basic data entry - Insurance admin: tracking renewals, coordinating paperwork, flagging upcoming deadlines - Finance & Data - Calculate and track the CEO's time burn rate by category based on calendar and briefing data - Build and maintain Google Sheets trackers for financial tracking, expense logging, and reporting - Support coordination: scheduling, note-taking, task follow-up with external stakeholders - Assist with bank account reconciliation tracking and flagging discrepancies - HR & Talent Acquisition Support - Filter and screen resumes in Workable: move candidates through stages, apply the Priority Funnel, flag qualified applicants - Conduct phone screens when the EA is unavailable — following scripted criteria and submitting written evaluations - Maintain and update the weekly TA reporting tracker: Time to Hire, Cost per Hire, Pipeline Health scores - Help run MVP calls: prep notes, send follow-ups, log outcomes in Asana - Coordinate with hiring managers: send interview links, schedule WHO interviews, follow up on feedback - Support onboarding and offboarding logistics: send system access checklists, track form completion - Property Management Support - Track rental income and flag any delinquencies within 48 hours - Coordinate with third-party vendors (landscapers, contractors, plumbers): get quotes, schedule visits, confirm completion - Log all maintenance expenses in Stessa with receipts within 48 hours of purchase - Monitor utility bills across all 4 properties and flag upcoming due dates 7 days in advance - Assist with property documentation: refinancing paperwork, insurance coordination, lease renewals Qualifications - 1–2 years of experience in administrative, operations, or coordination support roles - Extremely organized — you don't let things fall through the cracks - Detail-oriented — you double-check your work before submitting - Strong written communicator — you write clearly and professionally in English - Comfortable with Google Sheets — you can build simple trackers, use formulas, and present data cleanly - Proactive — you flag issues before they become problems and suggest solutions - Discreet — you will handle sensitive financial, HR, and personal data; confidentiality is non-negotiable - Self-managed — you can prioritize and execute without constant hand-holding - Quick learner — you document processes and replicate them independently after being shown once Tools You’ll Work With - Asana — task and project management - Google Workspace (Docs, Sheets, Drive, Gmail, Calendar) - Workable — applicant tracking system - Stessa — property financial tracking - QuickBooks Online — basic financial data entry - Slack — team communication - Fathom / Zoom — meeting recording and coordination What Success Looks Like in 90 Days - You own G-Drive maintenance, Asana Ops Task Board, and access coordination without reminders - You can screen resumes and submit evaluations in Workable independently - You have logged 100% of property expenses in Stessa on time for two consecutive months - The EA has offloaded 30+ hours/week of tasks to you and trusts you to handle them without supervision - Zero missed deadlines on any assigned task
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