Administrative Assistant

Client Accelerators•Lebanon, PA

13d•$500 - $750•Remote

About The Position

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.

Requirements

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

Responsibilities

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