Administrative Support Jobs

Role Overview Remote Bookkeeper & Executive Assistant focused on maintaining accurate financial records while also supporting the Director with day-to-day operational and administrative tasks. The primary goal is to reduce the Director's workload through reliability proactivity and consistent execution. Key Responsibilities Bookkeeping (Approx. 2 hours daily): Manage and maintain accurate records in Xero Process invoices assign payment dates and update the cashflow tracker Ensure all financial records are accurate and up to date Executive Assistant / Operations (Remaining hours): Manage Director's email inbox and calendar Organise travel scheduling and appointments Handle ad hoc operational and administrative tasks Proactively manage priorities to reduce Director involvement Working Requirements (Non-Negotiable) Availability: 12pm-4pm Irish time Monday to Friday Fully uninterrupted work schedule (no personal commitments during hours) Daily check-in at start of shift and consistent responsiveness Tasks must be completed on the same day (no carryover) Core Expectations High level of reliability consistency and accountability Ability to work independently without requiring follow-up Clear and proactive communication Strong ownership of tasks and deadlines Required Skills & Experience Strong experience with Xero and bookkeeping processes Proven background as an Executive Assistant or similar role Experience working in structured remote roles with strict schedules Excellent organisational and time management skills Assessment Process Candidates will complete: A bookkeeping task (invoice review Xero input payment scheduling cashflow tracking) Plus a short EA scenario/task to assess organisation and communication How to Apply: Provide your latest CV and your relevant experience.

Join our dynamic team as an Entry-Level Administrator in the education consultation industry where you will play a vital role in supporting international students seeking academic opportunities. We are looking for a detail-oriented individual who thrives in a fast-paced technical environment. As an administrator you will be responsible for ensuring smooth communication and efficient operations. Your daily tasks will include: Replying to messages and emails promptly to maintain excellent communication with students and educational partners. Answering phone calls and messages to provide top-notch customer service and address inquiries. Engaging in advertising efforts on social media platforms to enhance our presence and attract prospective students. Providing exceptional customer service to assist students through their application process. Managing student applications with a high degree of accuracy and attention to detail. While specific tools are not specified a strong ability to adapt to various software and platforms is essential. We are seeking candidates with excellent communication skills a proactive attitude and a passion for helping students succeed in their academic journeys. This is a remote entry-level position perfect for someone eager to start their career in the education consultation industry. If you are meticulous technically inclined and ready to make a difference we would love to hear from you!

Virtual Assistant - WordPress & Digital Marketing Support (Insurance Agency Websites) We are a specialized digital marketing company that works exclusively with independent insurance agencies across the United States. Our team manages and supports a large portfolio of WordPress websites and marketing systems and we are looking for a reliable Virtual Assistant to help with website updates design adjustments and digital marketing support tasks. This is an ongoing role for someone who is detail-oriented comfortable with WordPress and able to follow documented processes. Responsibilities The Virtual Assistant will assist with a variety of recurring website and marketing tasks including: Website Design & Updates | Updating and modifying WordPress websites | Assisting with website redesign projects (primarily converting Enfold sites to Divi) reformatting internal pages and contact pages | Adjusting improving and coming up with new layouts spacing images and styling | Updating existing pages to improve look and usability | Uploading blog content (customer provided) and formatting pages Forms & Lead Capture | Creating and configuring forms using WPForms or similar like Gravity Forms | Setting up lead capture forms for insurance quotes | Testing form submissions and notifications | Integrating forms with existing workflows Technical SEO & Optimization | Implementing schema markup on pages (we have a custom created plugin for this so it is simply adding content to the fields no coding required). | Adding structured data and optimizing page elements (alt tags etc) | Assisting with SEO-related updates and improvements | Updating meta titles descriptions and page structure Project Support | Managing and organizing task tickets from clients. This typically includes website updates meet the team members content changes. | Following documented workflows for website updates | Assisting with quality checks before websites go live Miscellaneous Website Tasks | Uploading images and optimizing media | Updating internal links | Basic troubleshooting within WordPress | Assisting with website performance improvements Requirements | Strong written English communication skills required. | Experience with WordPress | Familiarity with Divi and/or Enfold themes (preferred but not required) | Experience with WPForms or similar form builders | Basic knowledge of HTML / CSS | Basic understanding of SEO and schema markup | Strong attention to detail | Ability to follow written instructions and repeat processes accurately | Reliable communication and ability to meet deadlines Ideal Candidate This role is ideal for someone who: | Enjoys structured digital work | Is comfortable making small but important improvements across many websites | Can follow documented processes and checklists | Takes pride in producing clean consistent work | Ability to create websites from scratch but using our in-house content How to apply: Provide your latest CV and portfolio with your relevant experience.

Are you a detail-oriented professional with a knack for organization and task management? We are seeking a mid-level Personal Assistant to streamline and manage various aspects of our busy tech-driven life. This remote role is ideal for someone who thrives in a fast-paced environment and can handle the intricacies of managing multiple calendars emails and task lists. The successful candidate will be responsible for: Email Management: Organizing prioritizing and responding to emails efficiently to ensure effective communication. Calendar Coordination: Managing Google Calendars to schedule meetings appointments and personal events seamlessly. To-Do List Management: Creating updating and managing to-do lists ideally using Notion to ensure all tasks are tracked and completed on time. We are looking for someone with a strong technical background and a passion for organizational tools. The ideal candidate should have experience in: Proactively identifying and resolving scheduling conflicts. Using online productivity tools and platforms effectively. Communicating clearly and concisely in a remote work environment. If you're ready to bring your technical expertise and organizational skills to a dynamic role where you can make a tangible impact we'd love to hear from you. Apply today to join a forward-thinking team and help us stay organized and efficient!

Are you a detail-oriented Virtual Assistant with a technical edge and a passion for content creation? Join our dynamic coaching team and elevate our social media presence! We are seeking an expert who excels in engaging with audiences and designing captivating content. In this role you will be responsible for: Replying to LinkedIn comments with insightful and engaging responses to foster community interaction. Posting on Instagram with strategic timing and content that aligns with our brand values. Designing social media content using Canva to create visually appealing and impactful graphics. To succeed in this position you must have: Expert-level proficiency in Canva for diverse social media content creation. Proven experience in managing and growing social media platforms particularly LinkedIn and Instagram. Exceptional communication skills with a keen eye for detail and clarity. We value a proactive working style that balances creativity with analytical thinking. If you are ready to make a significant impact in the coaching industry through content creation we would love to hear from you!

Are you a creative and independent thinker with a knack for both marketing and design? We're on the hunt for an entry-level Marketing Admin who can bring a fresh friendly vibe to our sports magazine. If you love working in a collaborative environment and have a passion for sports this could be your dream role! In this role you will be instrumental in: Publishing articles on our website ensuring each piece is engaging and polished. Laying out articles for both digital and print formats of our magazine using your eye for design to create visually stunning layouts. Creating and sending email blasts to our subscribers keeping them informed and excited about our latest content. To excel in this position you should be comfortable using: CRMCRMHubSpot for managing our subscriber interactions and data. Canva for crafting eye-catching designs and layouts. We're looking for someone who is not only skilled but also passionate about bringing ideas to life. Your ability to work independently and think creatively will be key to your success. Join us in shaping the future of sports media one page at a time!

Join our dynamic team as a Detail-Oriented Airbnb Virtual Assistant and play a pivotal role in the thriving short to midterm rental industry. We are seeking a mid-level professional with a knack for strategic marketing and seamless communication to enhance our guest experiences and optimize operations. As our Airbnb Virtual Assistant you will be responsible for: Marketing and Strategizing: Develop and implement short-term marketing strategies to boost property visibility and occupancy rates. Guest and Staff Communication: Serve as the primary point of contact for guests ensuring exceptional service while coordinating with staff to maintain operational efficiency. Calendar Management: Oversee reservations and manage the Airbnb calendar to maximize bookings and avoid scheduling conflicts. We are looking for someone with: Proven Experience: A solid background in managing Airbnb or similar rental platforms with a focus on enhancing guest satisfaction and property performance. Excellent Communication Skills: Ability to interact professionally with guests and team members ensuring clear and effective communication. Technical Proficiency: Familiarity with reservation systems and calendar management tools to facilitate smooth operations. If you are a detail-oriented professional with a strong technical aptitude we invite you to apply and contribute to our success in the short to midterm rental market. Embrace the flexibility of a remote role while leveraging your expertise to drive impactful results.

Are you ready to dive into the fast-paced world of hospitality and short-term rentals? We're seeking a Guest Experience and Reservation Coordinator who thrives in a hustle environment to elevate our guest services to the next level. This entry-level role is perfect for someone with a passion for guest satisfaction and a knack for problem-solving. As our Guest Experience and Reservation Coordinator you will be the first point of contact for potential and current guests ensuring they have an outstanding experience from start to finish. Your ability to communicate effectively and efficiently will be crucial in responding to booking inquiries addressing guest concerns and coordinating with our team to provide top-notch service. Engage with guests before during and after their stay to ensure a seamless experience. Respond promptly to new booking inquiries to maximize occupancy. Troubleshoot and resolve guest issues swiftly working closely with our team to maintain high satisfaction levels. To excel in this role you should be comfortable using tools such as Canva OwnerRez Pricelabs and Breezeway . These platforms will be integral in managing reservations and enhancing guest interactions. If you are an energetic detail-oriented individual looking to grow in the hospitality industry we want to hear from you! Join us and be part of a team where your hustle and dedication will make a direct impact on our guests' experiences.

Are you looking to kickstart your career as a Virtual Assistant in the dynamic world of online content? We're on the hunt for an enthusiastic and friendly individual to help manage our models' accounts. This entry-level role is perfect for someone who is organized proactive and eager to make a difference. As our Virtual Assistant you'll play a crucial role in ensuring our models' accounts are running smoothly and efficiently. You'll be responsible for keeping the content fresh and engaging while also tracking performance metrics to help refine our strategies. Post Content: Regularly update and manage content to ensure it aligns with our brand and keeps our audience engaged. Report: Generate and analyze reports to track performance and provide insights to enhance our content strategy. We are looking for someone who is eager to learn and grow in this role. While experience with specific tools isn't required a basic understanding of content management and reporting will be beneficial. Most importantly you should be comfortable working remotely and have excellent communication skills. If you're ready to dive into a friendly and casual work environment where your contributions will be valued and your growth supported we'd love to hear from you!

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