Our client is a faith-based, growing lifestyle brand, poised for significant expansion, with a passionate founder who needs a proactive, organized, and detail-oriented Administrative Assistant to provide crucial support in a contract-to-hire role.
This part-time role will be roughly 20 hours per week and involve a variety of administrative tasks to ensure smooth day-to-day operations, assisting the founder in managing their time, coordinating schedules, and handling multiple projects.
Key Responsibilities:
Administrative Support for Founder:
Provide day-to-day administrative assistance to the Founder/CEO, managing a busy calendar and ensuring meetings, appointments, and deadlines are effectively coordinated.
Prepare and manage correspondence, reports, presentations, and other documents as needed.
On occasion, assist with personal tasks as required by the Founder to help balance their professional and personal commitments.
Calendar and Scheduling Management:
Schedule meetings, calls, and travel arrangements, ensuring time management is optimized.
Coordinate logistics for internal and external meetings, including booking venues, preparing materials, and handling follow-up communications.
Ensure that the Founder is well-prepared for meetings and appointments by organizing relevant documents and materials.
Project Coordination and Follow-up:
Support the Founder in tracking and managing ongoing projects, ensuring deadlines and deliverables are met.
Help gather, organize, and follow up on information needed for various projects, both internally and with external partners or vendors.
Maintain project timelines and assist with tracking progress, updates, and next steps.
Office Management and Organization:
Help maintain organization of the office, including supplies, and document management.
Assist with organizing company-wide events, meetings, or off-site gatherings as needed.
Help set up systems and processes to streamline administrative tasks and improve efficiency.
Communication and Liaison:
Serve as a point of contact between the Founder and other team members, clients, or external partners.
Draft and send emails, update teams, and ensure follow-through on action items.
Maintain confidential information and handle sensitive matters with discretion and professionalism.
General Administrative Tasks:
Assist with data entry, document organization, and general office support as needed.
Support HR administrative items: payroll processing and troubleshooting, PTO tracking in payroll system to ensure accuracy, onboarding documentation.
Expense reporting and processing.
Help with various ad-hoc tasks and special projects as requested by the Founder.
Support for Retail/Wholesale Operations:
Assist with customer service or vendor communication when necessary, including responding to inquiries and handling follow-ups.
Support the Founder in administrative duties related to sales, inventory, and fulfillment as needed.
Qualifications:
Proven experience as an administrative assistant, office assistant, or similar role (administrative experience supporting a founder, and/or working in a retail or wholesale environment is a plus).
Exceptional organizational skills and the ability to manage multiple tasks and projects simultaneously.
Strong communication skills, both written and verbal, with a professional, collaborative, team-focused demeanor.
Proficiency with office software, including Microsoft Office (Word, Excel, PowerPoint), experience with Shopify or other ecommerce platforms is a plus.
Ability to work independently and pitch in as part of a team, showing initiative and flexibility in a fast-paced environment. A "no job is too small" focus and approach.
Strong attention to detail and ability to prioritize tasks effectively.
Ability to maintain confidentiality and handle sensitive information with discretion.
Prior experience working directly with a founder, in a small, growing company is a plus.
Preferred Qualifications:
Experience with project management tools (e.g., Trello, Asana, Monday.com).
Familiarity with basic retail or wholesale operations.
Knowledge of customer relationship management (CRM) software or databases is a plus.