• Upload documents to member files • Enter data into member files • Generate barcodes to catalog documents • Perform all other tasks related to sorting information relevant to members • Critical evaluation of received data to identify errors, inconsistencies, and omissions • Meet productivity standards according to the learning curve • Navigate through our various tools and validate the feasibility of the transaction • Assist and carry out special projects as requested by a direct supervisor or team leader. • Other duties as assigned.

• 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 • 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 • 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 • 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

Role Description We are looking for a highly organized and proactive Administrative & Marketing Assistant to support our day-to-day operations. This role blends administrative coordination, marketing support, and basic financial oversight, making it ideal for someone who thrives in a fast-paced, varied environment. The successful candidate will be a key point of contact across the business and will play an important role in keeping both our operations and our brand running smoothly. Key Responsibilities - Administrative Support - Manage and maintain executives’ and team calendars, scheduling meetings and coordinating appointments. - Handle incoming emails and correspondence, triaging and responding as appropriate. - Organize and maintain digital and physical filing systems, ensuring documents are accurate and accessible. - Create and maintain SOPs. - Assist in coordinating travel arrangements, including flights, accommodation, and itineraries. - Prepare meeting notes and follow up on action items from meetings. - Marketing Support - Assist in the development and scheduling of content across social media platforms. - Draft, proofread, and distribute marketing materials including newsletters, emails, and promotional content. - Coordinate with external designers, agencies, or printers on marketing collateral. - Track and report on social media engagement metrics and campaign performance. - Manage posting and engagement on social media platforms (LinkedIn and Instagram). - Basic Financial Assistance - Gather missing receipts from various sources. - Process and reconcile employee expenses in a timely and accurate manner. - Set up bills for payment. - Code and submit invoices and expenses to the appropriate GL codes. - Ensure expenses are approved and reimbursed in accordance with company policy. - Assist in preparing monthly expense summaries and reports for review. Qualifications - 2+ years of experience in an administrative, marketing, or office coordination role. - Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and/or Google Workspace. - Familiarity with social media platforms and basic content management (LinkedIn, Instagram, Facebook). - Experience with expense management tools. - Excellent written and verbal communication skills. - Strong organizational skills with the ability to manage multiple priorities and deadlines. - High attention to detail and accuracy in all work. - Demonstrated ability to handle confidential information with discretion. - Post-secondary education in Business Administration, Marketing, or a related field is preferred. Key Competencies - Initiative & Self-Starter: Takes ownership of tasks and proactively identifies areas for improvement. - Detail-Oriented: Maintains a high level of accuracy and thoroughness in all tasks, carefully reviewing work to ensure documents, communications, and data are error-free. Consistently identifies discrepancies, follows established processes, and maintains organized systems that support efficiency and reliability. - Adaptability: Comfortable shifting between administrative and creative tasks throughout the day. - Collaboration: Works effectively across departments and with external stakeholders. - Communication: Clear, professional, and timely in all written and verbal interactions. - Resourcefulness: Finds practical solutions with limited guidance.

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