Administrative Assistant for an Organizing Business in the US (Home Based Full Time)

Virtual Coworker•Raleigh, NC

9d•Remote

About The Position

We are seeking a highly organized and proactive Administrative Assistant to support an organizing business. This is a full-time, home-based position. The ideal candidate will be proficient in project and task management, client administration, communication, scheduling, reporting, and various software platforms. You will play a crucial role in maintaining smooth operations, ensuring client satisfaction, and supporting the owner with both business and personal administrative tasks. This role requires meticulous attention to detail, excellent follow-up skills, and the ability to manage multiple priorities effectively.

Requirements

Proficiency in Project & Task Management tools, specifically Basecamp.
Experience with CRM and Client Administration, specifically Dubsado.
Strong client communication skills, including sending templated emails and managing follow-ups.
Excellent calendar and scheduling management abilities.
Familiarity with Team Scheduling software, specifically When I Work.
Proficiency in Google Sheets for reporting and data entry.
Experience with Client Photo Management tools, specifically CompanyCam & Lightroom.
Experience with Email Marketing platforms, specifically MailerLite.
Experience with Marketing Material design tools, specifically Canva.
Experience with Link Management tools, specifically Linktree.
Experience with Affiliate Link management, specifically ShopMy.
Experience with Product Inventory management tools, specifically Sortly.
Experience with Business Phone Management systems, specifically FreedomVoice.
Ability to conduct thorough vendor and product research.
Skills in general business and personal research.
Experience in Executive and Personal Assistance.
Strong follow-up and task tracking capabilities.
Ability to maintain confidentiality.
Must be comfortable working from home full-time.

Nice To Haves

Bookkeeping Support experience, including QuickBooks data entry.
Prior QuickBooks or bookkeeping experience is preferred but not required.

Responsibilities

Set up and maintain client projects and project documentation, including restarting documentation and assigning to-dos for repeat clients.
Maintain team project workflows and ensure information is current, identifying and proactively following up on missing information or outstanding tasks.
Maintain accurate client and lead information in the CRM, preparing and sending templated proposals and client communications.
Update dates, pricing, project descriptions, and other information provided by the owner, and track leads, proposals, and outstanding follow-ups.
Ensure clients move through established workflows appropriately.
Send pre-templated/canned emails, consultation reminders, proposals, and other routine communications, flagging communications that require the owner's personal response.
Track outstanding client responses and follow up when appropriate.
Maintain the owner's personal calendar, scheduling and coordinating appointments and other commitments, and identifying scheduling conflicts and upcoming items requiring attention.
Assist with administrative updates to employee schedules and manage schedule changes and timekeeping information, flagging scheduling issues requiring the owner's decision.
Create and maintain Google Sheets reports, perform accurate data entry, and maintain information across company platforms, ensuring company records are consistent and current.
Properly tag and organize client photos and videos in CompanyCam, and pull appropriate images for social media, marketing, and portfolio use.
Upload and format completed email/newsletter copy in MailerLite, creating polished, professional layouts and managing links, images, formatting, and other newsletter details.
Organize existing marketing materials in Canva and maintain brand consistency using existing templates and guidelines.
Maintain Linktree/Instagram bio links and update ShopMy affiliate links and product information as needed, checking links periodically to ensure accuracy.
Maintain product inventory records in Sortly, updating quantities and product information, and assisting with tracking organizing products purchased and sold to clients.
Monitor incoming messages daily via FreedomVoice, filtering spam and identifying legitimate client inquiries, and flagging important messages to ensure timely attention.
Research products, vendors, and service providers, comparing pricing, availability, reviews, and other relevant information, and presenting findings in an organized format.
Complete general business and personal research projects, researching solutions independently and providing concise recommendations.
Assist the owner with personal administrative tasks, including scheduling personal and household appointments, researching and coordinating household service providers, and assisting with travel research, itineraries, reservations, and planning.
Research purchases, compare options, and assist with online orders, delivery tracking, returns, and refunds when authorized.
Help manage family scheduling and personal administrative projects, maintaining confidentiality when handling personal information.
Proactively track outstanding client, vendor, business, and personal action items, following up when appropriate and maintaining a system for items awaiting responses or decisions.
Bring unresolved or time-sensitive matters to the owner's attention.
Perform QuickBooks data entry (approx. 5 hours per month) and assist with basic bookkeeping-related administrative tasks.