Administrative Assistant

Role overview

This is a remote, international administrative support position reporting to the Executive Assistant. The compensation range is $500 to $750 per month, and the role is intended for an entry-level candidate. The hire will act as a dependable proxy for the EA and Talent Acquisition Lead, supporting a fast-paced agency across executive operations, HR and recruiting, finance administration, and property management.

The first 90 days are focused on learning the systems, documenting processes, and taking full ownership of recurring work so the Executive Assistant can shift attention to CEO strategy and talent acquisition. The ideal person is highly resourceful, enjoys solving difficult problems, and can independently figure out better ways to get things done.

Key responsibilities

You will be responsible for keeping operational systems organized, maintaining accurate records, supporting hiring workflows, assisting with financial admin, and helping manage property-related coordination. The job also includes tracking deadlines, following up with stakeholders, and ensuring tasks are completed accurately and on time.

Executive and administrative operations

• Keep Google Drive structured by organizing folders, naming files correctly, and maintaining version control.
• Update the Asana operations board so tasks remain current, correctly categorized, and properly assigned.
• Manage system access changes by setting up and removing access for tools such as Fathom, ClickFunnels, and QuickBooks as instructed.
• Handle administrative work in QuickBooks Online, including sending documents to Unloop, arranging financial records, and entering basic data.
• Oversee insurance administration by tracking renewals, coordinating paperwork, and warning the team about upcoming deadlines.

Finance and data support

• Calculate and monitor the CEO's time burn rate by category using calendar and briefing information.
• Create and maintain Google Sheets trackers for financial monitoring, expense logs, and reporting.
• Assist with coordination tasks such as scheduling, note-taking, and follow-ups with outside stakeholders.
• Support bank reconciliation tracking and highlight any discrepancies that need attention.

HR and talent acquisition support

• Review and screen resumes in Workable, move applicants through the hiring stages, apply the Priority Funnel, and identify strong candidates.
• Carry out phone screens when the EA is unavailable, using set criteria and submitting written assessments.
• Maintain the weekly talent acquisition tracker covering time to hire, cost per hire, and pipeline health scores.
• Support MVP calls by preparing notes, sending follow-ups, and recording outcomes in Asana.
• Coordinate with hiring managers by sending interview links, arranging WHO interviews, and following up on feedback.
• Assist with onboarding and offboarding by sending system-access checklists and tracking form completion.

Property management support

• Track rental income and report any delinquent payments within 48 hours.
• Work with outside vendors such as landscapers, contractors, and plumbers to gather quotes, schedule visits, and confirm job completion.
• Record maintenance costs in Stessa with receipts within 48 hours of purchase.
• Monitor utility bills across all four properties and flag due dates at least 7 days ahead.
• Help with property paperwork, including refinancing documents, insurance coordination, and lease renewals.

Company background

Client Accelerators works with coaches, consultants, experts, and authors who want to grow through paid acquisition channels such as YouTube, Facebook, TikTok, and Google. The company has experienced strong growth, including recognition as the 207th fastest-growing company on the Inc. 5000 list and 2,574% growth over the past three years. It focuses on founder-led businesses in e-learning, SaaS, and service-based internet businesses.

The organization emphasizes problem solving, ownership, excellence, teamwork, and a strong results mindset. Employees are offered a benefits package that includes competitive compensation, healthcare, unlimited paid time off, and access to world-class training resources.

Core values

• Spot issues early and bring forward practical solutions.
• Share what works so the entire team can benefit.
• Finish work thoroughly and do not leave loose ends.
• Operate as a high-performing team rather than a loose family-style structure.
• Think like an owner and act in the best interest of the business.
• Strive for mastery and aim to be exceptional in your domain.

Requirements

• 1 to 2 years of experience in administration, operations, or coordination support.
• Strong organizational ability and a habit of preventing tasks from slipping through the cracks.
• Careful attention to detail and a consistent habit of checking work before submission.
• Professional written English communication skills.
• Comfort using Google Sheets, including simple trackers, formulas, and clean data presentation.
• A proactive mindset with the ability to identify issues early and suggest fixes.
• Discretion and comfort handling sensitive financial, HR, and personal information.
• Ability to work independently, prioritize tasks, and deliver without constant supervision.
• Fast learning ability, including documenting processes and repeating them accurately after one demonstration.

Tools and systems

You will regularly work with Asana, Google Workspace, Workable, Stessa, QuickBooks Online, Slack, and Fathom or Zoom for meetings and coordination.

Success in the first 90 days

• You manage Google Drive maintenance, the Asana operations board, and access coordination without reminders.
• You can independently screen resumes and submit evaluations in Workable.
• You have recorded 100% of property expenses in Stessa on time for two straight months.
• The EA has transferred 30+ hours per week of work to you and trusts you to complete tasks without supervision.
• You have no missed deadlines on assigned work.

Benefits

• Unlimited paid time off.
• Strong growth potential through exposure to high-performing teams across operations, sales, creative, and media buying.
• A defined path for career progression.
• Healthcare.
• Access to world-class training materials.

Additional information

This role is remote and international. It is a full-time position at an entry level, with compensation of $500 to $750 per month. The work requires a high degree of trust, accountability, confidentiality, and the ability to learn quickly and take ownership over time.