Administrative Assistant to Digital Marketing Agency

We are seeking a highly organized and proactive Administrative Assistant to support our senior leadership team and ensure the smooth operation of our agency. In this role, you will handle general administrative tasks, manage communication channels, and assist with team needs.

This is a fully remote position. The ideal candidate is a tech-savvy, solutions-oriented professional with excellent English communication skills and a keen ability to prioritize urgent tasks.

About Us

We are a fast-paced web development and digital marketing agency serving clients primarily in the cosmetic medical industry, including plastic surgeons, dermatologists, and Med Spas. Our team is fully remote and international, working together to provide high-quality marketing, design, and development services to our clients.

We thrive in a dynamic, high-energy environment, and we’re looking for someone who can keep up, adapt quickly, and ensure that nothing falls through the cracks.

Key Responsibilities

✅ Frontline Support & Communication

• Serve as the first point of contact for incoming inquiries via email and phone.
• Monitor and respond to messages in our general inbox, directing inquiries to the appropriate team members.
• Answer calls professionally and handle basic customer service interactions.

✅ Admin Support to the Company

• Assist the entire company with administrative tasks, such as finding passwords, logging into accounts, and troubleshooting access issues.

• Identify and handle urgent operational tasks—this may include working with hosting providers or coordinating with team members to resolve time-sensitive issues.

• Manage calendars, schedule meetings, and ensure leadership is prepared with necessary notes.

• Send reminders to the CEO and team members about upcoming calls, deadlines, and key meetings.

• Help onboard new team members by ensuring they receive the necessary documentation and introductions.

• Track team vacation schedules and ensure proper out-of-office planning.

• Perform other administrative and operational support tasks as requested.

Who You Are

We’re looking for someone who embodies the following qualities:

✔ Tech-Savvy: Comfortable navigating digital tools and platforms, and able to troubleshoot minor tech issues.

✔ Solutions-Oriented: You don’t just identify problems—you take initiative to solve them.

✔ Polite: You’re friendly and professional in a fast-paced environment.

✔ Energetic & Hardworking: You enjoy keeping things running smoothly and take ownership of your responsibilities.

✔ Detail-Oriented & Reliable: You follow through on tasks and ensure nothing slips through the cracks.

✔ A Team Player with Initiative: You work well independently but always have the company’s best interests in mind.

Requirements

• Fluent English speaker with strong verbal and written communication skills.
• At least 3 years of experience in an administrative, executive assistant, or virtual assistant role.
• Experience handling emails, phone calls, and calendar management for leadership.
• Ability to prioritize tasks effectively and handle urgent issues as they arise.
• Strong organizational, multi-tasking, and time management skills.
• Comfortable working remotely and independently.

Bonus Points If You Have:

• Experience in a digital marketing, web development, or tech environment.

• Familiarity with project management tools like Asana, Trello, or ClickUp.

• Experience working in a fast-paced, dynamic company.

Working Hours & Compensation

💰 Salary: Starting at $750 USD / month (to be determined based on experience).

⏰ Hours: 70 hour per month, approximately 3.5 hours/day. Business hours are 9 AM - 6 PM EST. Some flexibility is allowed, but you must be available during key working hours of 2-6 EST.

🌍 Remote Position: You can work from anywhere as long as you can align with EST business hours.

📝 Contractor Role: You are responsible for tax compliance in your country.

🛠 Trial Period: The first 3 months are considered a probationary period with extensive training.

How to Apply

We are looking to fill this role by July 1, 2025. Applications will be reviewed on a rolling basis. If you are excited about this opportunity and believe you’re a great fit, please send your CV and a cover letter to beth@webtoolsgroup.com.

Website: http://webtoolsgroup.com/