Remote Office Manager/Executive Assistant

Who We Are:

AdQuire Media is a leading acquisition marketing platform that leverages digital media, data, and technology to help solve critical challenges facing marketers in the evolving digital ecosystem. Utilizing our performance-based suite of products, we help consumer-facing marketers, and their agencies more efficiently drive user consented sign ups to their 1st party data, loyalty, and remarketing programs. With our consistent focus on delivering defined outcomes for our clients with exacting standards and ethics, we maintain a client roster of brands across all consumer verticals, including CPG, pharmaceutical, media, retail, travel, financial services, and publishing. We offer a professional, fun, high energy, and success-oriented work environment.

Who You Are:

The core goal for this role is to support the Executive team, to significantly reduce the non-essential tasks involved in managing their business and personal lives.  Successfully reducing distractions will maximize the time the team can focus on their core goals and responsibilities.  The Executive team will consist of the four senior executives and the current office manager/bookkeeper.

 

The role requires excellent time/project management capabilities, verbal and written communication and client service skills.  Must be a quick learner, upbeat and positive and a go getter.

What You'll Do:

The role will entail some or all the responsibilities on this list.  Responsibilities may be for one or more members of the executive team, and your involvement may be minimal/partial, or you take complete ownership of the activity. 

 

Assist in managing and updating business and personal calendars for the executive team:

• Coordinate and schedule internal and external business meetings (clients, vendors, partners, internal personnel, etc.
• Coordinate and schedule personal meetings and events (Doctors, dentists, home repairs, etc.)
• Assist in managing the parenting schedule for CEO
• Assist in managing children's school and activity schedules for executives

Arrange and coordinate events:

• Research and book reservations for travel, hotels, flights, car rentals, restaurants, events and activities, venues for corporate events, meeting rooms, trade shows, etc. This will encompass business activities for all employees as well as personal activities for the Executive team.
• Coordinate multi-person/group calls, meetings, get togethers, parties, tradeshows
• Coordinate school/childcare activities

Organize documents and files / Manage and Maintain correspondence and information:

• Assist in managing and organizing inbound communication and information received from CEO's children's schools:
  • Schedule, track and ensure timely completion of required parent tasks including forms, permissions, purchases, etc.
  • Remove duplicate information/notifications/emails
  • Ensure all relevant information is being communicated to parent/child in a timely manner
  • Get parent/child input as needed
• Scan/digitize and organize existing and future, incoming personal files, folders, and documents (digital and hard copies) including bills, personal records, financial statements, etc.
• Self-train on use of the Quicken application. Update Quicken with newly organized records and future incoming records.
• Help maintain organization of company folders/libraries in SharePoint cloud
• Maintain and update company document templates
• Assist in tracking document changes and memorializing revisions in document change log
• Track and manage subscriptions/licenses for different third-party systems.
• Occasionally take meeting minutes and share them with the corresponding team/s

Research and evaluate:

• Products and third-party services
• Companies, and contacts at those companies, for sales and business team prospecting, business credit checks, competitive analysis, etc.

Assist in other projects including:

• Train on use of our 3rd party CRM platform (currently HubSpot). Learn how to use platform and conduct basic admin tasks/customizations when needed
• Take and conduct basic editing of screenshots for use in mockups, PowerPoint presentations
• Customize PowerPoint presentations for sales and business development meetings
• Assist with ad campaign QA
• Create reports in Excel based on data provided, pulled from internal reporting and CRM, or self-researched. Must be able to modify, format, use formulas and create pivot tables
• Test out 3rd party services to evaluate features/functionality to determine if fits the required needs and parameters
• Order personal/ business gifts
• Assist with client credit checks - reviewing and cross-checking information provided by clients, contacting trade references and summarizing findings for credit analysis

What You Bring:

Work or life experience that includes researching, planning, project management, organizing, working in a team environment Exceptionally organized, strong attention to detail Proficient with main business apps (Email, Excel, Word, PowerPoint, etc.) Self-motivated, quick learner, proactive Can perform independently while working in a team environment Excellent written and verbal communication skills Analytical, critical thinker, problem solver Ability to effectively prioritize tasks and manage time within a fast-paced environment

What We Offer:

Compensation

Base Salary: $45,000 - $60,000

 

Salary will be impacted by several factors including an individual's knowledge, skills, and experience.

 

Benefits

Health insurance

401(k)

3 weeks of paid time off to be used for vacation/personal days

Dental insurance

Vision insurance

Work from home

Quarterly bonus opportunities every quarter.

 

As an employee with AdQuire Media you will also enjoy:

• A week off between Christmas and New Years.  AdQuire closes for the week.  Employees are expected to check email and Slack periodically and handle any urgent matters should they arise, and to also work for 5 hours getting organized and prepared for the new year. 
• Short Fridays. Currently, every Friday, employees can step away from their desks at 3pm and get a head start on the weekend.  They are expected to check email and Slack periodically and be available to get on a computer should an urgent matter arise that requires their attention.
• A supportive team of passionate professionals deeply experienced in acquisition marketing

 

Business Travel: 0

Employment Type: OTHER