Administrative Assistant

Description
Do you thrive in a fast-paced environment and enjoy keeping things organized? Are you a highly detail-oriented individual with a passion for seeing tasks through from start to finish?

Outbound Power, a growing e-commerce store, is seeking a motivated and organized Administrative Assistant to join our team. In this role, you will play a vital part in ensuring the smooth operation of the administrative side of our business, from managing communications and filing records to research tasks and data entry.

Responsibilities

Email & Communication Management
- Monitor and prioritize communications to ensure only critical items reach the CEO’s attention.
- Maintain an organized inbox, keeping it efficient and responsive.
- Use approved response templates to handle routine inquiries on the CEO’s behalf.

Calendar Management
- Manage and optimize the CEO’s calendar to support a balanced, productive schedule.
- Schedule, organize, and confirm meetings, accounting for necessary details and travel time.
- Review the calendar six weeks ahead each week to anticipate and resolve conflicts.

Creation and Management of Playbooks and Standard Operating Procedures (SOPs)
- Develop and maintain comprehensive operational playbooks and standard operating procedures to support efficiency and consistency in daily tasks.

Researching
- Gathering and analyzing data to assist the CEO.

General Administrative Tasks
- Provide administrative support to other team members as needed.
- Answer customer inquiries regarding orders and products via email or phone.
- Assist with data entry and other administrative tasks.
- Maintain organized filing systems for digital records.
- Contribute to maintaining a positive and efficient work environment.

Qualifications and Requirements
- Minimum 1 year of experience in an administrative support role.
- Proven experience working with an e-commerce platform (Shopify preferred).
- Excellent communication skills in both written and spoken English.
- Strong problem-solving skills and ability to work independently and collaboratively in a virtual team environment.
- Proficient in the use of Google programs, including Google Drive, Gmail, Google Sheets, and Google Docs.
- Ability to learn new software and adapt to changing workflows.
- Positive attitude and a willingness to go the extra mile.

Bonus Qualifications
These skills are not required, but would be nice to have:
- Experience posting on Facebook, Instagram, X/Twitter, or LinkedIn.
- Experience sourcing image and video content.
- Experience with Canva or Adobe image software (Photoshop, Illustrator).

Ideal Candidate Profile
- Trustworthy and Discreet: Maintains a high degree of confidentiality.
- Highly Organized and Proactive: Manages tasks with foresight and accuracy, ensuring smooth daily operations.
- Excellent Memory: Retains key details to streamline communication and task follow-ups.

Work Hours
Part-time
- 20 hours per week

Compensation
$400 per month

Application Instructions
Please follow these instructions to apply for this position:
1. The subject line/title of your response must be “I am an Administrative Assistant Rockstar."
2. Include a cover letter with one paragraph of three lines or less in blue 16 font and tell me about yourself and why you would be a great fit for this position.
3. Include a resume outlining your relevant experience.
4. Please include a brief voice memo and/or video introducing yourself (one minute is fine).