Senior Administrative Assistant (part-time)

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.

Pay Rate: $30.00-$35.00/ hour