ADMINISTRATIVE ASSISTANT

Our client is a fast-growing agency founded by hospitality professionals who combine technology and creativity to transform how restaurants, hotels, and hospitality experiences are discovered. Their work focuses on modern hospitality marketing, helping brands strengthen visibility, streamline operations, and build stronger market presence through innovative digital execution.

Role Overview

The Administrative Assistant will support leadership by managing day-to-day coordination, operational systems, and business flow across executive priorities, client activity, and business development initiatives. This role serves as a central operational partner, ensuring calendars, communication, documentation, reporting, and pipeline management remain organized so leadership can focus on growth.

Key Responsibilities

Executive Assistance & Project Coordination

• Manage project management platforms including ClickUp, Slack, and, when needed, Notion.
• Build and maintain executive dashboards in ClickUp to track deliverables and progress.
• Create, assign, and monitor internal tasks to ensure timelines, dependencies, and priorities remain aligned.
• Support leadership with client onboarding and coordination of deliverables.

Meetings & Scheduling

• Manage internal and client scheduling through Calendly and Google Calendar.
• Coordinate, record, and organize meetings using Zoom, Zoom Notetaker, and Rev Notetaker.
• Capture meeting outcomes and identify key action items for follow-up.

Documentation & Operational Support

• Serve as liaison between internal teams, freelancers, and vendors to maintain communication and documentation.
• Route NDAs, SOWs, and vendor paperwork while tracking contract dates.
• Assist in documenting SOPs, playbooks, and workflow systems.
• Maintain company systems including Google Workspace, 1Password, DocuSign, Wisestamp, and shared digital files.
• Organize internal documentation, file structures, directories, and shared drives.
• Draft email replies, templates, and follow-ups while protecting executive calendars and escalating decisions with context.

Business Development Support

• Maintain and update lead, prospect, and contact data within CRM systems such as HubSpot and Apollo.io.
• Track business opportunities, deal stages, and sales pipeline visibility for leadership.
• Research and qualify potential hospitality clients including hotels, food halls, restaurant groups, and hospitality brands.

Diagnostic & Pitch Support

• Pull surface-level insights using tools such as SEMrush, SocialInsider, and Sprout Social to support prospect conversations.
• Prepare tailored one-pagers, case studies, and capability decks from templates.
• Track RFP deadlines and support proposal coordination.
• Organize business development meetings, follow-ups, proposal delivery, and archive past pitch materials.
• Create dashboards summarizing outreach activity, meeting volume, proposal pipeline, and conversion metrics.
• Format presentations, proposals, and reports for executive and client use.

Marketing & Web Support

• Maintain business listings across Yext and Google Business Profile.
• Collect, organize, and tag creative assets using Google Drive, Dropbox, WeTransfer, Frame.io, and internal systems.
• Support copy, design, and editing of social posts, emails, and newsletters using Canva, Adobe tools, and Figma.
• Assist with scheduling content through social platforms and CMS tools such as Sprout or Hootsuite.
• Manage routine updates to the WordPress website, including blog content and site changes.
• Monitor Google Analytics 4 reporting and support SEO through keyword research.
• Coordinate with developers or designers for larger website updates.

Finance & Administrative Support

• Maintain organized records of client agreements, milestones, and contract timelines.
• Support bookkeeping coordination and budget tracking.
• Track billing, payments, and outstanding balances.
• Process receipts and vendor invoices for reporting purposes.
• Support reporting related to project costs, ROI, and vendor performance.

Qualifications

Experience

• 2–4 years of experience in digital marketing, project coordination, or administrative support.
• Agency or hospitality industry experience is preferred.
• Strong experience managing calendars, inboxes, and project workflows.
• Experience using CRM systems, marketing platforms, and project management tools.

Skills

• Strong proficiency with ClickUp or similar project management systems.
• Excellent written and verbal English communication skills.
• Strong organizational ability with high attention to detail.
• Confidence in data entry, reporting, and presentation preparation.
• Ability to work independently and proactively in a fast-moving environment.
• Strong documentation discipline and follow-through.
• Comfortable learning new tools quickly and adapting workflows as needed.

Opportunity

This role offers direct exposure to hospitality marketing operations while working closely with agency leadership in a rapidly evolving environment. The person in this role will strengthen operational, business development, and digital marketing skills while contributing to a growing agency that values initiative, adaptability, and continuous learning.