Administrative Support Jobs

Purpose: To serve as the project coordinator of the Advertising team managing intake asset chasing for campaigns and verification of basic reporting to free up 10-20% of the team's bandwidth for high-volume execution. Routing tasks to the appropriate team member (Ad Operations/Email) ensuring marketing campaigns are built in ClickUp and with all materials and approvals in place for an on-time launch keeping client experience at the forefront. (Note: This role does not execute campaigns in-platform; it ensures the operational ticket is perfect before handing it to the execution specialists). This role is perfect for someone who thrives in a fast-paced environment enjoys cross-functional collaboration and knows how to keep multiple moving parts aligned across campaign planning creative development approvals and final reporting. Job Duties: ○ Own the entire campaign request and triage process ensuring smooth intake efficient material review and timely execution of 200+ campaigns per month. ○ Manage daily task triage and assignments in ClickUp across multiple campaign types. Review all incoming campaign requests and assets within 1 business day of receipt. ○ Ensure that the collection of assets and approvals are received for all tasks across static video and dynamic campaigns (onsite offsite paid social Brand/Content Boosts/Content Boost With Leads). ○ Confirm receipt of complete materials by updating ClickUp status and follow up on missing items daily. ○ Assign tasks to media activation and creative resources (email ops ad ops design) within 1 business day of full material receipt. ● Cross Functional & Client Communication: ○ Serves as the first point of contact for clients on campaign requests material acknowledgment and approvals. ○ Proactively reach out to clients to clear blocked tickets follow up daily on missing assets or information needed to move a campaign forward. ○ Use standardized communication templates to ensure timely and clear outreach. We act as a white-glove service to some of our clients so adhering to communications standards is required. Any additional communication types must be approved by either the Head Project Manager or Director of Operations. ○ Followup with the execution team (AdOps/Email) on any tasks that may be delayed or that are overdue ensuring they are prioritized. ○ Execute the Exception Protocol : Immediately escalate any highly customized or strategic client questions outside of the standard SOP to the designated Client Partner or Head PM. ● ClickUp Administration: ○ Maintain the project management environment and task actionable statuses. ○ Build and maintain project plans using ClickUp templates aligning task owners ensuring statuses are up to date deadlines and dependencies are on track. ○ Manage the full creative review and approval lifecycle sending reminders and ensuring all assets are approved 2–3 business days before launch by the client or stakeholder. ○ Assign creative development and campaign setup tasks based on specialization and team capacity. ● Basic Reporting & Data Collection: ○ Ensure that campaign data is populating within client dashboards upon launch and proactively escalating to the Head Project Manager and Director of Operations if data is not populating. (This involves verifying data flow not conducting strategic data analysis). ● AI-Driven Efficiency: ○ Use AI tools to draft all routine client communications to ensure grammar and types are not within communication tone is professional and warm and ensure that ClickUp descriptions are standardized and clear. Key Responsibilities & Deliverables 1. Administrative Support (Daily/Weekly) ● Daily: Create and complete intake tasks assign team follow up on missing assets and clear blocked tickets in ClickUp. ● Weekly: Verify dashboard reporting for assigned clients is populating and deliver updates to the team on weekly 1:1 to ensure leadership is in the know of campaign and team needs. 2. High-Volume Coordination (200+ Tasks/Month) ● Manage the intake and verification for AdOps Email and managed service clients assigned. ● Ensure 5-7 day turnarounds are met by having all assets Ready for Execution on day 1 or within 48-72 hours if having to chase for assets. 3. Client Communication Strategy ● Direct Client Communication: 30% ○ Asset chasing task intake and scheduling and basic status updates ● Internal Coordination: 70% ○ Clearing hurdles for the Head PM and Execution team ensuring tasks are fully built out and escalations are directed appropriately. Required Skills & Qualifications ● Alignment: ○ High capacity for administrative tasks and meticulous attention to detail. ● Platform Proficiency: ○ Advanced ClickUp Google Workspace Slack and AI tool usage. ● Communication Excellence: ○ Clear and professional written and verbal communication utilizing AI to ensure there are no errors in communication. ● Process Discipline: ○ Uncompromising adherence to SOPs and protocol ensuring organization within ClickUp email inbox and Google Drive. ● AI Integration: ○ Expert use of AI for drafting routine client communications and verifying details on tasks. ● Strong familiarity with project management tools preferably ClickUp ● 2-3 years of experience in marketing coordination media project management or digital advertising production or fast paced agency environment. ● Detail-oriented mindset with a passion for technology advertising and accountability. Performance Metrics (KPIs) ● Ticket Readiness: ○ 95-100% Ready for Execution rate for tickets before they hit the execution team. ● Bandwidth Reduction: ○ Achieving 10-20% time savings for the Head Project Manager and Execution team. ● SLA Intake Adherence: ○ 100% on-time asset collection for tight 5-7 day turnarounds. (If a client is late delivering assets the Coordinator is measured on how quickly they sent the reminder/escalated it). ● Reporting Accuracy: ○ 100% accuracy in dashboard review to ensure data is populating post-campaign launch. To apply please include: Your relevant experience Your availability and time zone Your top 3 skills related to this role

Are you ready to dive into a fast-paced goal-driven environment? Join our Limited Liability Company as a Virtual Executive Assistant and become an integral part of our team! We're seeking energetic individuals eager to grow and excel in a dynamic setting. This entry-level position is perfect for those who are organized proactive and ready to make an impact. A pply now at: zholdingsllconline at outlook dot com As a Virtual Executive Assistant you'll be at the heart of our operations ensuring smooth communication and efficient scheduling. Your day-to-day responsibilities include: Managing emails and phone calls to maintain seamless communication. Scheduling appointments and coordinating meetings. Providing exceptional customer support to enhance client satisfaction. Responding promptly and effectively to inquiries to uphold our service standards. To succeed in this role you will need: Ability to work independently and as part of a team Strong organizational skills to handle multiple responsibilities effectively. Excellent communication abilities to interact professionally with clients and team members. A proactive attitude and a willingness to learn and adapt quickly. Embrace the opportunity to work remotely while contributing to a vibrant and driven team. If you're ready to jump into a role that challenges and rewards your dedication apply now at: zholdingsllconline at outlook dot com

div :bg-bg-000/50 &_pre>div :border-0.5 &_pre>div :border-border-400 &_.ignore-pre-bg>div :bg-transparent &_.standard-markdown_:is(p blockquote h1 h2 h3 h4 h5 h6) :pl-2 &_.standard-markdown_:is(p blockquote ul ol h1 h2 h3 h4 h5 h6) :pr-8 &_.progressive-markdown_:is(p blockquote h1 h2 h3 h4 h5 h6) :pl-2 &_.progressive-markdown_:is(p blockquote ul ol h1 h2 h3 h4 h5 h6) :pr-8 > _* :min-w-0 gap-3 standard-markdown > Speed to Lead is a performance-driven appointment setting company. We turn inbound leads into booked qualified attended appointments — fast. Our model is simple: we only win when our clients win. We're looking for an Executive Operations Manager to run the day-to-day operations so our founder can focus on growth and strategy. This is not a traditional VA role. You will function as the operational backbone of the business — owning the CRM managing data integrity handling client reporting coordinating the setter team and ensuring nothing falls through the cracks. What You'll Own GHL pipeline and lead operations — ensuring leads move through stages correctly automations fire properly and no lead goes cold. Building and maintaining workflows managing contact tagging list segmentation and lead source tracking. Troubleshooting broken automations webhook failures and missed triggers. Aircall coordination — monitoring call activity ensuring setters are dialling according to schedule reviewing call logs and flagging missed follow-ups. Working with Aircall dashboards and integrations to maintain visibility on team performance and call quality. Reporting data entry and admin — maintaining clean accurate data across GHL and Google Sheets. Building daily and weekly performance reports covering dials connects bookings show rates and qualification rates. Preparing client-facing reports. Managing Xero data entry including invoicing and basic bookkeeping. Maintaining SOPs. Managing the founder's calendar inbox and priorities. Client communications and onboarding — handling routine client updates onboarding new clients into GHL (pipeline setup workflow configuration access provisioning lead source integrations via Zapier or webhooks) and escalating issues with context and recommended solutions. Team coordination and process enforcement — monitoring setter activity and adherence to SOPs flagging underperformance with data coordinating schedules and shift coverage and enforcing data entry standards across the team. Systems and process improvement — identifying bottlenecks building new automations in GHL evaluating tools and integrations and owning all operational documentation. Who You Are You have hands-on experience with GoHighLevel — pipelines workflows automations reporting and contact management. This is non-negotiable. You understand Aircall — call logging dashboards integrations and how a phone-based sales operation runs. You are obsessively organised and don't let things slip. You're comfortable with data entry CRM hygiene and turning messy information into clean records. You can build and maintain reports that give clear visibility into performance. You understand sales operations: lead flow pipeline stages follow-up cadences and appointment setting metrics. You communicate directly — no fluff. You are proactive and build systems to prevent problems rather than reacting to them. You have experience working remotely with founders or small teams in fast-paced environments. Compensation and Details Competitive offshore rate paid monthly in USD or AUD. Full-time 40 hours per week with overlap in Australian business hours (AEST). Remote — anywhere with reliable internet and a quiet workspace. Tools provided: GHL Aircall Google Workspace Xero Slack. This role grows with the business — as Speed to Lead scales so does your scope and compensation. How to Apply Submit your CV and a short Loom video (under 3 minutes) explaining your GHL and Aircall experience and how you'd approach your first 7 days in this role. We hire on execution not resumes.

Join our dynamic team as a Virtual Assistant in the Commercial Insurance industry where your technical skills and attention to detail will make a significant impact. We are seeking a mid-level professional who is adept at managing client interactions supporting administrative tasks and driving business growth through effective lead follow-up. As a Virtual Assistant you will: Quote and Support Clients: Provide accurate and timely insurance quotes addressing client inquiries and ensuring satisfaction. Cold Calling: Engage with potential leads through strategic cold calling to expand our client base and foster new relationships. Administrative Excellence: Manage and organize client data ensuring all information is up-to-date and accessible within our CRM system. Key Skills and Tools: Proficiency in CRM software to track and manage client interactions effectively. Strong communication skills both verbal and written for clear and professional client interactions. Ability to work independently in a remote setting while remaining a collaborative team player. Proven experience in a similar mid-level role within the commercial insurance sector. If you are a detail-oriented professional with a passion for the commercial insurance industry we invite you to apply and contribute to our success in delivering exceptional service to our clients.

We’re not just hiring a Virtual Assistant—we’re hiring a leader! Join our dynamic team as a Bilingual Administrative Assistant in the forklift service industry. We are seeking a detail-oriented professional fluent in both English and another Spanish to support our administrative operations. Your expertise will help streamline our communication and ensure the smooth processing of customer interactions and back end support. This is a stable long-term position with real growth potential into higher leadership roles. If you want a job where you’re trusted respected and paid consistently—you’ll want to apply. --- Work Schedule (Important) Full-Time: Minimum 40 hours per week * Salary-based (not hourly) * Must overlap with U.S. Eastern Time (8:00 AM – 5:00 PM EST) If you cannot commit to this schedule this role is not a fit. As an integral part of our team your key responsibilities will include: Answering phone calls from customers and addressing their inquiries with professionalism. Setting up customer information in our system to maintain accurate records. Preparing and sending estimates to provide clear and timely information to clients. Creating invoices using Quickbooks Online to ensure accurate billing. Handling approvals and ordering parts to support our service operations. To succeed in this role you should possess: Mid-level experience in an administrative role preferably within a technical or service-oriented industry. Proficiency in Quickbooks Online or similar accounting software for efficient financial processing. Strong organizational skills and attention to detail to manage multiple tasks effectively. Excellent communication abilities in both English and Spanish enhancing our customer service experience. Proficient in typing and Microsoft Office. This remote position offers the opportunity to work in a technically-driven environment where precision and customer satisfaction are paramount. If you are ready to contribute your skills to a fast-paced team apply today!

Join our dynamic team as an Entry-Level Virtual Assistant . We are seeking a detail-oriented individual to provide comprehensive customer and administrative support ensuring smooth and effective communication with our clients. Apply to: zrconsultingincflorida at outlook dot com As a Virtual Assistant you will be responsible for: Delivering exceptional customer service via email and phone addressing client inquiries promptly and professionally. Answering phone calls taking detailed messages and managing incoming call requests efficiently. Supporting various administrative tasks to maintain organized and effective operations. To succeed in this role you should have: Able to manage communication and documentation tasks effectively. Strong communication skills to interact with clients and team members. An ability to multitask and prioritize tasks in a remote work environment. This is an excellent opportunity for an entry-level professional to gain valuable experience in a supportive and technical work environment. If you're ready to contribute to our commitment to excellence apply to - Apply to: zrconsultingincflorida at outlook dot com

Join our dynamic SaaS agency as a Virtual Assistant where you'll play a crucial role in supporting local home service businesses with cutting-edge technology. We specialize in Voice AI Receptionists and innovative website solutions. As a mid-level professional you'll leverage your technical skills to enhance our services using the GoHighLevel platform. In this role you will: Utilize the GoHighLevel platform to optimize client operations Develop and maintain engaging websites for local businesses Create and implement Voice AI Receptionists to improve customer interactions Collaborate with our team to ensure seamless service delivery To excel in this position you should have: Proven experience with the GoHighLevel platform Mid-level skills in web development Strong technical aptitude and attention to detail Ability to work independently in a remote setting We offer a flexible remote work environment where you can contribute your expertise and grow with us. If you're passionate about technology and eager to make a difference in the SaaS industry we'd love to hear from you.

Are you ready to dive into the fast-paced world of digital marketing while honing your skills as a personal assistant? We are seeking a proactive and energetic individual to join our team as a Personal Assistant & Study-to-Practice Specialist. This entry-level role is perfect for someone eager to learn adapt and grow in a dynamic environment. In this role you'll take charge of managing the transition from learning to practicing as you support our team's data analysis and technical writing efforts. You'll be instrumental in applying new insights and ensuring they are effectively integrated into our daily operations. Key Responsibilities: Studies into Action: Facilitate the seamless transition from academic learning to practical application focusing on data analysis and technical writing. Language & Growth: Support daily practice in Italian and Greek tracking progress through our polymath study systems to ensure continuous growth. Physical & Mental Rigor: Schedule and monitor workouts reading lists and well-being protocols to maintain a balanced and productive lifestyle. Professional Logistics: Assist in managing the workflow related to securing a role in the tech/data space providing organizational and strategic support. What We’re Looking For: Entry-level candidates with a strong desire to learn and grow. Exceptional organizational skills and a passion for digital marketing. Ability to thrive in a fast-paced hustle-driven environment. Proficiency in Italian and Greek is a plus but not required. Join a team that values ambition creativity and dedication. If you're eager to make a real impact and accelerate your career in digital marketing we want to hear from you!

Are you looking to dip your toes into the world of hospitality and retail? We are on the hunt for an enthusiastic Part-Time Item Listing & Social Media Assistant to join our team with the potential for full-time growth. This entry-level position is perfect for someone eager to learn and grow with us. Your main responsibility will be to help us showcase our products on OneShop. You'll be in charge of listing items using photos provided by us and writing engaging descriptions that attract customers. Meticulous attention to detail is key as you'll document every item in a shared spreadsheet using Excel. As we grow so will your role! There may be opportunities to dive into marketing our event venue and manage our social media presence making this position a fantastic stepping stone in your career. Post items on OneShop using provided photos. Write compelling and descriptive item descriptions. Maintain accurate records in a shared Excel spreadsheet. What you bring: Excitement for learning and growing in the hospitality and retail industry. Familiarity with Excel or a willingness to learn. Strong writing skills for crafting engaging item descriptions. If you’re ready to start your journey in a friendly and casual work environment we’d love to hear from you!

Join our bustling Business Development team as a Business Assistant where your skills will drive growth and efficiency. We're seeking a proactive mid-level professional ready to dive into a variety of tasks that support our strategic goals. In this role you will: Conduct market research and prepare insightful reports to guide decision-making. Maintain daily trackers and manage complex calendar schedules to keep our team on track. Assist in project coordination and ensure timely follow-ups for seamless execution. Prepare presentations and business documents that communicate our vision and strategy effectively. Manage and update Excel sheets and data records with precision and accuracy. Support management with various ad hoc administrative tasks that arise in our fast-paced environment. We're looking for someone who thrives in a dynamic setting and can handle multiple tasks efficiently. The ideal candidate will be well-versed in Market Research proficient in Excel and experienced with Project Management and AI Tools . If you're ready to hustle in a role that offers both challenges and growth opportunities we'd love to hear from you!