Administrative Assistant

• 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

Virtual Admin Assistant supporting executive operations and HR for a growing agency

Virtual Admin Assistant providing administrative support to the Executive Assistant and Talent Acquisition Lead for a rapidly growing digital marketing agency. Engaging in diverse operational, HR, and finance tasks to facilitate smooth operations.

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Administrative Assistant