Administrative Assistant

Reports to: Executive Assistant Location: Remote (International) Compensation: $500 – $750/month Level: Entry-Level Please Read This Full Job Post Before You Apply: Do you thrive on solving problems and figuring out the possible... and impossible? Do you like to research tried and true solutions on the web and then adapt those solutions to make anything you do more optimal, efficient, and doable? You'll read web pages, books, watch videos... whatever it takes... to gain what you need to quickly solve a problem. Every day. That's just who you are and how you get stuff done. Then this might be the perfect position for you.. ROLE We are hiring a Virtual Admin Assistant to support our EA & Talent Acquisition Lead as a direct proxy. This is a high-trust, high-accountability support role. You will be plugged into the operational backbone of a fast-moving agency and expected to learn quickly, execute reliably, and grow into broader ownership over time. This role sits at the intersection of Executive Operations, HR & Talent Acquisition, Finance Administration, and Property Management. Your goal over 90 days is to absorb every task and process so that you can handle them independently — freeing the EA to lead on CEO strategy and Talent Acquisition. RESPONSIBILITIES Executive & Administrative Operations 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 Finance & Data 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 HR & Talent Acquisition Support 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 Property Management Support 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 WHO ARE WE? Client Accelerators is the 'go to' company for coaches, consultants, experts, & authors who want to achieve sustained growth through paid acquisition channels like YouTube, Facebook, TikTok & Google. We were the 207th fastest growing company on the Inc 5000 list last year, and have had record growth for an advertising agency, growing an incredible 2,574% over the past 3 years. We’ve been able to have this record growth because of the incredible results we’ve been able to get for our clients, which has allowed us to speak on stages all over the world on our strategies & tactics to doubling, tripling or even 10x their profits by working with us. We take a hands-on approach to growing each client we bring in by scripting all of their creatives, video production, tracking, & running their ads on these channels to hit agreed upon targets. Our proven approach has allowed us to spend over $150 Million Dollars & generate over $300 Million Dollars in verified sales in the past 5 years. Currently, our company is focused on founder-led businesses across the e-learning, SaaS and service-based internet space. We believe great people are at the center of every successful business. Employees are provided a full suite of benefits, including competitive compensation, healthcare, unlimited paid time off and access to world class training material. What makes Client Accelerators so different? For one, our founder, Mike Buontempo is a consultant himself, who has been consulting with different companies & entrepreneurs for the past 13 years. Our vision is to attract and hire the very best people to help our clients grow profitably and systematically through paid media. Client Accelerators Core Values We are problem solvers: If you spot a problem in our company or a client’s company, provide a solution. There’s millions of problems, and not as many problem solvers, be the solution. Open Source Code: We share what’s working with everyone Empty The Bucket: Picture this, if you just spent two hours cleaning your car, you put all of the cleaning materials away, but you notice you missed a spot. What do you do? You go back, get everything back out, and complete the job to perfection We’re a ‘TEAM’ not a Family: Leaders at CA hire, develop, and cut smartly, so we have Superstars at every position Ownership Thinking: Going out of your way to make sure your actions and the actions of your peers are in the best interest of the company Being The Best: Mastering your domain so you’re the best in the world at it Requirements 1–2 years of experience in administrative, operations, or coordination support roles Extremely organized — you don't let things fall through the cracks Detail-oriented — you double-check your work before submitting Strong written communicator — you write clearly and professionally in English Comfortable with Google Sheets — you can build simple trackers, use formulas, and present data cleanly Proactive — you flag issues before they become problems and suggest solutions Discreet — you will handle sensitive financial, HR, and personal data; confidentiality is non-negotiable Self-managed — you can prioritize and execute without constant hand-holding Quick learner — you document processes and replicate them independently after being shown once TOOLS YOU’LL WORK WITH Asana — task and project management Google Workspace (Docs, Sheets, Drive, Gmail, Calendar) Workable — applicant tracking system Stessa — property financial tracking QuickBooks Online — basic financial data entry Slack — team communication Fathom / Zoom — meeting recording and coordination What Success Looks Like in 90 Days You own G-Drive maintenance, Asana Ops Task Board, and access coordination without reminders You can screen resumes and submit evaluations in Workable independently You have logged 100% of property expenses in Stessa on time for two consecutive months The EA has offloaded 30+ hours/week of tasks to you and trusts you to handle them without supervision Zero missed deadlines on any assigned task Benefits Unlimited PTO Great career growth opportunity - You’ll be working with ‘A’ players in Operations, Sales, Creative, and Media Buying Clear growth path