Administrative Assistant – Leadership Team Support

About This Opportunity

We are representing a confidential digital marketing organization seeking an Administrative Assistant to support their four-person leadership team. This is a full-time remote position requiring coverage across U.S. Eastern through U.S. Pacific business hours (40 hours per week). The exact schedule will be confirmed with the selected candidate.

This role focuses on ensuring critical decisions, action items, deadlines, and follow-ups are tracked and completed. You will create visibility, accountability, and follow-through across day-to-day leadership activities—this is not a Project Manager role driving strategy, but rather a detail-oriented support position keeping the team organized and on track.

Responsibilities

• Attend leadership and team meetings to accurately capture decisions, action items, owners, and deadlines
• Prepare and distribute clear written meeting summaries on the same day
• Proactively follow up on outstanding action items until completed, reassigned, or closed
• Communicate directly with employees and senior leadership to obtain updates and maintain momentum
• Maintain leadership tasks in ClickUp, ensuring proper assignment, visibility, and follow-through
• Identify and surface overdue or at-risk tasks proactively
• Provide weekly overviews of outstanding, overdue, and at-risk items to leadership
• Coordinate calendars and meetings across the leadership team and external contacts
• Maintain accurate records and administrative documentation
• Track working hours accurately using Clockify
• Support leadership with additional administrative responsibilities as assigned

What We're Looking For

Required Qualifications:

• 1+ years of experience in an administrative assistant, executive assistant, coordination, or similar role
• Excellent written and spoken English
• Strong follow-up and organizational skills with natural ownership of follow-through
• Comfortable communicating with people at all levels, including senior leadership
• Ability to manage multiple tasks, priorities, and deadlines simultaneously
• Strong attention to detail and ability to maintain accurate records
• Experience with ClickUp or similar task/project management platforms
• Proficiency with Slack and Google Workspace
• Comfortable using AI tools such as ChatGPT or Gemini
• Reliable, proactive, and willing to learn
• Ability to work independently in a fully remote environment
• Ability to handle confidential information professionally

Preferred Experience:

• Supporting executives, leadership teams, or senior management
• Attending meetings and preparing meeting notes or action-item summaries
• Tracking and following up on tasks and deadlines
• Working in performance marketing, affiliate marketing, lead generation, or digital marketing environments

Key Competencies:

• Proactive follow-through and accountability
• Excellent organization and time management
• Strong written and verbal communication
• Ability to prioritize competing tasks and work independently
• Problem-solving, critical thinking, and adaptability
• Professional handling of confidential matters

Because this is a small team, you will need to manage your own priorities, ask clarifying questions, and proactively identify what needs attention without daily task lists.

How We Work With You

Our talent team at Get A Job.ai manages the entire recruitment process for this confidential client. When you apply through our platform, one of our recruiters will screen your application and conduct an initial interview. Qualified candidates will then be submitted to our client for consideration. Please do not attempt to contact the client directly—all communication should go through Get A Job.ai to ensure a professional and organized process.

Benefits

• Full-time contractor position (40 hours per week)
• 10 paid vacation days per calendar year, available after 6 months
• Quarterly performance bonus of up to 10% of quarterly base pay (based on efficiency, collaboration, and innovation; subject to company financial performance and eligibility after 6 months)
• Direct working relationship with a leadership team at a growing company
• High visibility role with meaningful impact on operations
• Long-term opportunity with expanding scope of responsibilities

Equal Employment Opportunity: Get A Job.ai is committed to inclusive hiring practices and welcomes applications from candidates of all backgrounds.