Administrative Assistant

Role Overview:

Our client is looking for a detail-driven Administrative Assistant to manage internal systems, recurring tasks, and team support. You’ll handle ad-hoc requests, keep operations running smoothly, and respond to both internal and external communications via email, Slack, or phone.

This role also includes client-facing tasks - answering calls, gathering updates, coordinating schedules, and tracking information. You’re confident picking up the phone and getting what’s needed.

You’ll keep our workflows clean, structured, and scalable - freeing up the team to focus on strategy, growth, and execution.

This isn’t a reactive, check-the-box support role. It’s for someone who takes initiative, gets things done the right way, and becomes a trusted go-to across the team.

Key Responsibilities:

Process Ownership

• Maintain and organize internal documents, Google Sheets, trackers, and file systems
• Keep HubSpot, Airtable, and Basecamp updated and in sync across teams
• Support execution of recurring admin workflows (naming conventions, folder structures, intake forms, checklists, etc.)

Task Management & Support

• Flag and manage task status, approvals, and follow-ups across multiple departments
• Assist with internal scheduling, file preparation, and coordination across projects
• Own internal documentation hygiene, nothing gets lost or buried
• Help systematize, enforce, and maintain internal SOPs

Recurring Administrative Execution

• Handle consistent weekly/monthly tasks, from reminders to reporting clean-up
• Support leadership and team members by reducing “busywork”
• Identify repetitive tasks that can be templatized or improved over time

External Communication & Follow-Through

• Answer inbound calls from clients, providers, and partners with professionalism and courtesy
• Conduct phone-based outreach to schedule meetings, gather updates, or clarify project details
• Follow up on outstanding requests via phone, email, or Slack
• Confidently represent ITBroker.com in external interactions with clarity and professionalism

Why This Role Matters

This role is the internal engine that keeps our operations running efficiently. You’ll bring structure to our systems so leadership and teams can move faster. You’ll own the repeatable tasks that create reliability, clarity, and momentum. You’ll be the person who “just gets it done”, and becomes trusted across the organization because of it.

Requirements

• A natural organizer, problem-solver, and systems thinker
• Obsessively detail-oriented, you don’t just meet expectations, you bring structure
• Self-starting - you don’t need to be told twice (or even once, once you’ve seen it)
• Strong communicator with professional written English
• Experience in technical or structured environments, like medical offices, law firms, engineering firms, or architecture studios, where precision, documentation, and follow-through are non-negotiable.
• Friendly, professional, and highly dependable - people enjoy working with you
• Tech-savvy and confident using:
• Google Workspace (Docs, Sheets, Gmail, Drive)
• Airtable, HubSpot, Basecamp, or similar tools

What Success Looks Like

• Internal systems are organized, current, and easy to navigate
• Google Sheets, Airtable, HubSpot, and key records are always maintained accurately
• Projects progress without administrative slowdowns
• You identify gaps before they become issues, and implement the fix
• You free up our management team to focus on leadership by taking initiative on day-to-day tasks
• You proactively improve workflows, spotting inefficiencies, documenting new processes, and proposing smarter ways to operate.

Benefits

• Client Relationship : You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.
• Payments : All payments for your services will be handled by the client. Elevate and Delegate is not involved in processing your payroll. Your salary will directly go to you.
• Vacation Leaves and Holidays : While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the discretion of the client. You are expected to align your schedule with the client’s business needs and any specific policies or preferences they may have in this regard.

Salary : $1000-$1200/month

Timezone: CST

Originally posted on Himalayas