Administrative Assistant

Job description

We are looking for an assistant to provide administrative support to our growing team with the option to work remotely from a home office. This position requires an individual that works well on their own, has demonstrated exceptional client service skills, client conflict resolution skills and the ability to stay focused.

In this position, you will perform various administrative tasks, including answering emails, file management, data entry, and customer service. You will also assist in anticipating client and photographer needs. The successful candidate has a dedicated home office with a fiber internet connection and a professional-level computer, preferably a Mac.

Assistant Responsibilities:

• Provide customer service as the first point of contact, maintaining polite and professional communication via phone, email, and mail.
• Answer phone calls, text messages, social media inquiries and respond to emails
• Screen phone calls and route callers to the appropriate party
• Provide photography file management and delivery
• Review and ensure accuracy of all client orders, files and additional requests
• Act as liaison between clients, photographers, editors, and management teams
• Address photographers' administrative queries
• Upload and download videos, virtual tours, and photos to various online platforms
• Provide real-time scheduling support by booking appointments and preventing scheduling conflicts
• Organize manager's calendars
• Manage contact lists and customer spreadsheets
• Prepare and send out email newsletters, as assigned
• Update the company website and social media accounts, as assigned
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Make travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations
• Provide marketing outreach to listing agents through various online platforms
• Track all paid invoices and prepare additional invoices as needed

Assistant Requirements:

• A high school diploma or equivalent; some college or relevant trade school preferred
• 1 to 2 years experience as an Administrative Assistant or equivalent preferred
• Attention to detail with strong problem-solving skills and able to multi-task and prioritize
• Must display excellent verbal and written communication skills including phone, email, and instant messaging communication
• Must be a self-starter with excellent time management skills
• Knowledge of online calendars and scheduling (ex. Google Calendar)
• Professional level computer, preferably a Mac
• Demonstrate excellent customer service skills and patience required
• Basic understanding of the business operation, including budgeting, creating marketing plans, contracts and agreements, etc.
• Must have a proactive approach to problem-solving with strong decision-making skills
• Must demonstrate high integrity and manage confidential information
• Must be highly organized with strong attention to detail
• Must demonstrate a positive, optimistic attitude
• Drive and determination to see our team and clients succeed