Administrative Assistant – Executive & Agency Operations

What We Are Looking For

The ideal candidate is organized, reliable, proactive, professional, and able to operate in a high-accountability environment.

You should be someone who notices details, remembers follow-ups, keeps information organized, and takes ownership of assigned responsibilities.

You should also be comfortable working around executives, clients, vendors, and team members in a fast-paced agency setting.

Required Qualifications

- Strong administrative, clerical, and organizational skills.

- Experience managing calendars, scheduling meetings, preparing documents, and handling routine office tasks.

- Strong written and verbal communication skills.

- Professional phone etiquette and client-facing communication ability.

- Ability to manage confidential information with discretion.

- Proficiency with common office tools such as Gmail, Google Calendar, Google Docs, Google Sheets, Microsoft Office, Slack, Zoom, and similar platforms.

- Comfort using spreadsheets, document editors, shared drives, digital folders, and project management tools.

- Strong attention to detail and ability to maintain accurate records.

- Ability to prioritize multiple tasks and stay organized in a fast-moving environment.

- Ability to work independently while staying aligned with leadership expectations.

- High school diploma or equivalent required.

- Must be able to work on-site full-time.

Preferred Qualifications

- Prior experience supporting executives, founders, owners, or senior leadership.

- Experience in a marketing agency, digital marketing company, healthcare organization, technology company, or professional services firm.

- Experience using project management tools such as Asana, ClickUp, Monday, Trello, or similar platforms.

- Experience with CRM systems, client databases, or basic reporting workflows.

- Marketing operations experience is a strong plus.

- Bilingual English/Spanish is a plus.

- Post-secondary education, business administration coursework, or relevant administrative certifications are beneficial.

- Comfort with AI tools, automation tools, and modern digital workflows is a plus.

The Right Fit

You may be a strong fit for this role if you are the person who keeps things organized when everyone else is moving fast.

You follow through. You do not need to be reminded five times. You can take a messy set of notes, tasks, emails, files, and deadlines and turn them into a clean system.

You are professional with clients, direct with internal communication, and calm under pressure.

You understand that in a growing company, "that is not my job" is not a winning mindset. You are willing to jump in, help solve problems, and build processes that make the company better.

You care about accuracy. You care about presentation. You care about responsiveness. You understand that administrative execution directly affects client experience, leadership productivity, and company growth.

Why Join Marketing Powered

This is an opportunity to join a growing AI-driven digital marketing agency at an early stage and play a meaningful role in building the operational foundation of the company.

You will work directly with leadership, gain exposure to agency operations, marketing strategy, client services, AI-enabled workflows, and business growth systems.

This role has room to grow for someone who proves they can take ownership, improve processes, and support the business at a high level.

At Marketing Powered, we value integrity, execution, innovation, accountability, and measurable outcomes. We are building a company for people who want to do meaningful work, move fast, and help clients win.

Job Details

Position: Administrative Assistant – Executive & Agency Operations

Company: Marketing Powered

Employment Type: Full-Time

Work Location: On-site

Remote Status: This is not a remote position

Schedule: Monday through Friday

Equal Opportunity Statement

Marketing Powered is an equal opportunity employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law.Key Responsibilities

Executive & Calendar Support

- Manage executive calendars, meeting schedules, reminders, appointments, and internal coordination.

- Schedule client meetings, vendor calls, team check-ins, interviews, and leadership meetings.

- Prepare meeting agendas, documents, notes, and follow-up items.

- Track commitments and action items from meetings to make sure next steps are completed.

- Support executive leadership with daily priorities, time management, and administrative organization.

- Coordinate travel arrangements, reservations, itineraries, and related logistics as needed.

- Handle confidential information with professionalism and discretion.

Office & Daily Operations Support

- Support daily in-office business operations and help maintain an organized, professional work environment.

- Assist with office coordination, supplies, mail, packages, visitors, and general administrative needs.

- Maintain organized digital files, folders, documents, records, forms, and internal resources.

- Help build and maintain repeatable processes, checklists, templates, and standard operating procedures.

- Assist with onboarding coordination for new employees, contractors, vendors, or client accounts.

- Help keep internal systems clean, updated, and easy for the team to use.

- Identify operational gaps and help create practical solutions instead of waiting for problems to escalate.

Communication & Coordination

- Serve as a professional point of contact for clients, vendors, partners, and internal team members.

- Manage and route email and phone communication when appropriate.

- Draft, proofread, and format professional emails, documents, meeting recaps, and internal updates.

- Coordinate communication across departments including marketing, design, web, analytics, sales, and operations.

- Follow up with team members on deadlines, missing information, approvals, and project updates.

- Ensure communication is clear, timely, polished, and aligned with company standards.

Agency Operations Support

- Assist with project coordination across client accounts, marketing campaigns, internal initiatives, and company priorities.

- Support the team with task tracking in project management platforms such as Asana, Monday, ClickUp, Trello, or similar tools.

- Help prepare client-facing materials, reports, summaries, presentations, and meeting documents.

- Assist with basic data entry, spreadsheet updates, CRM updates, and reporting support.

- Help organize marketing assets, client files, creative briefs, SOPs, contracts, intake forms, and internal documentation.

- Support follow-up on client deliverables, approvals, outstanding items, and next-step coordination.

- Work closely with leadership to make sure execution stays aligned with business priorities.

AI, Technology & Workflow Support

Marketing Powered is an AI-core agency, so comfort with technology is important.

- You do not need to be an AI expert, but you should be comfortable learning new tools, improving workflows, and using technology to work smarter.

- Responsibilities may include helping organize AI-generated documents, prompts, research, task lists, meeting summaries, and internal workflow materials.

- You may also assist with automation-related administrative tasks, CRM cleanup, spreadsheet organization, file naming, database maintenance, and process documentation.

- The right person will be open-minded, tech-comfortable, and willing to learn how modern agencies use AI and automation to move faster.

Company Description

Marketing Powered is an AI-core digital marketing agency built for companies that need strategy, execution, and measurable growth — not generic marketing activity.

We combine executive-level marketing experience, proprietary AI-enabled workflows, performance marketing, creative strategy, automation, web development, analytics, and operational systems to help clients compete in fast-moving industries. Our work supports brands across healthcare, behavioral health, legal, B2B, and growth-focused service businesses where marketing has to drive real business outcomes.

We are not a traditional agency. We move fast, operate with accountability, and use technology to create leverage. Our team includes marketers, developers, designers, strategists, analysts, and operators who work together to build scalable growth systems for clients.

Marketing Powered is growing, and we are building the internal infrastructure to support that growth. That means we need organized, proactive, detail-oriented people who can help keep the business moving, protect executive focus, support client operations, and bring structure to a fast-paced agency environment.

Role Description

Marketing Powered is hiring a full-time Administrative Assistant – Executive & Agency Operations to support daily business operations, executive coordination, internal communication, client follow-up, and office organization.

This is an on-site position. This is not a remote role. The right person will be present in the office, involved in the day-to-day flow of the business, and trusted to help keep priorities, meetings, documents, communications, and follow-ups organized.

This role is ideal for someone who is highly organized, professional, resourceful, and comfortable working inside a fast-growing company where priorities can shift quickly. You will support the executive team, coordinate with internal team members, communicate with clients and vendors, maintain records, prepare documents, track action items, and help make sure nothing falls through the cracks.

This is not a passive administrative role. We need someone who can bring order to complexity, anticipate needs, follow through without constant reminders, and operate with discretion. You will be helping support an agency that runs on speed, accuracy, communication, and execution.

Pay: $15.00 - $30.00 per hour

Benefits:

• Flexible schedule

Language:

• Spanish (Required)
• English (Required)

Work Location: In person

Salary : $15 - $30