Administrative & Client Services Assistant

Position Overview

High Speed Media is looking for a highly organized, professional, dependable, and personable Administrative & Client Services Assistant to support the day-to-day operations of our growing digital marketing agency.

This position will play an important role in keeping our office organized, maintaining strong communication with clients and prospective clients, managing appointments, assisting with proposals and follow-up, and helping the management team with a variety of administrative responsibilities.

The ideal candidate is someone who is organized, proactive, detail-oriented, comfortable communicating with people, and able to manage multiple responsibilities without constant supervision.

This position is an important support role within the company and will work closely with the owners, team members, clients, and prospective clients.

Key ResponsibilitiesAdministrative Support

• Answer and manage incoming phone calls in a professional and friendly manner
• Respond to general client and business inquiries
• Assist with day-to-day administrative tasks
• Maintain organized digital files, documents, and records
• Create, update, and organize business documents
• Prepare letters, forms, reports, checklists, and other company documents
• Assist with scheduling meetings and appointments
• Maintain accurate company and client information
• Assist management with administrative projects and special assignments
• Help keep internal processes and information organized
• Perform general office and administrative duties as needed

Client Communication

• Serve as a professional and friendly point of contact for clients
• Communicate with clients by phone, email, text, and other approved communication platforms
• Respond to client questions and requests in a timely manner
• Assist with scheduling client meetings and appointments
• Follow up with clients when information, approvals, documents, or other items are needed
• Help coordinate communication between clients and the High Speed Media team
• Maintain professional and positive relationships with clients
• Escalate questions or issues to the appropriate team member when necessary

Lead & Appointment Support

• Respond to new inquiries and leads in a timely and professional manner
• Follow up with prospective clients who have contacted High Speed Media
• Gather basic information from prospective clients
• Assist with scheduling consultations and appointments
• Confirm upcoming appointments
• Follow up with individuals who have not yet scheduled an appointment
• Maintain accurate contact and communication records
• Document conversations, notes, and follow-up activities in the company's CRM
• Help maintain an organized and consistent follow-up process

Proposal & Follow-Up Support

• Prepare and send client proposals using company templates and systems
• Ensure proposals are accurate, complete, and professionally presented
• Track proposals that have been sent to prospective clients
• Follow up with prospects regarding outstanding proposals
• Answer basic questions regarding proposal information and direct more detailed questions to the appropriate team member
• Maintain accurate records of proposal status and communication
• Assist with collecting information needed to prepare proposals
• Assist with new client paperwork and documentation once services are approved

Business Documents & Organization

• Create and format professional business documents
• Maintain company templates and forms
• Create internal checklists and organizational documents
• Assist with preparing client-facing documents
• Organize digital folders and company records
• Assist with maintaining company policies, procedures, and administrative documentation
• Prepare reports and other documents requested by management
• Help identify ways to improve organization and efficiency within the office

CRM & Technology

The Administrative & Client Services Assistant will use a variety of technology platforms and will be expected to learn the systems used by High Speed Media.

These may include:

• GoHighLevel (CRM)
• Monday.com
• Google Workspace
• Microsoft Office
• Email platforms
• Online scheduling systems
• Proposal/document platforms
• Communication platforms
• Other software used by High Speed Media

Previous CRM or software experience is helpful but not required. Training will be provided.

Qualifications

The ideal candidate will have:

• Excellent verbal and written communication skills
• A professional and friendly phone presence
• Strong organizational skills
• Excellent attention to detail
• Strong follow-through
• Ability to prioritize and manage multiple tasks
• Good computer skills
• Ability to learn new software and technology quickly
• Professional communication skills
• Ability to work independently
• Ability to work effectively as part of a team
• Dependability and reliability
• A positive, professional attitude
• Ability to maintain confidentiality regarding company and client information

Preferred Experience

• Administrative or office experience
• Customer service experience
• Experience answering business phones
• Experience with appointment scheduling
• Experience with CRM systems
• Experience preparing business documents
• Experience working with clients or customers
• Experience in a marketing, advertising, or professional services environment

What We're Looking For

We are looking for someone who takes ownership of their responsibilities and understands that organization and communication are critical to a growing business.

The right person will be proactive and dependable. They will not simply wait to be given the next task; they will recognize when something needs attention and take the appropriate steps to address it.

We need someone who can:

• Stay organized when managing multiple priorities
• Follow through on tasks without constant reminders
• Communicate professionally with clients and prospective clients
• Keep accurate records
• Pay attention to details
• Ask questions when clarification is needed
• Take initiative
• Handle sensitive and confidential information professionally
• Represent High Speed Media in a positive and professional manner

Performance Expectations

Success in this position will be measured by the employee's ability to:

• Respond to calls and communications in a timely manner
• Maintain organized and accurate records
• Complete administrative tasks accurately and on time
• Maintain consistent follow-up with leads, clients, and outstanding proposals
• Keep appointments organized and confirmed
• Ensure proposals and documents are sent accurately and promptly
• Keep CRM information updated
• Communicate professionally with clients
• Follow company procedures
• Take initiative and identify tasks that need attention
• Support the management team and overall organization of the company

Growth Opportunity

High Speed Media is a growing company, and this position has the potential to grow as the company grows.

As the employee becomes familiar with our systems, clients, and internal processes, additional responsibilities may be assigned based on experience, performance, and the needs of the company.

Work Environment

High Speed Media is a fast-paced and growing digital marketing agency. Priorities can change throughout the day, and the ability to adapt is important.

The Administrative & Client Services Assistant will interact with management, team members, clients, and prospective clients and is expected to maintain a professional, positive, and helpful attitude at all times.

The goal of this position is to help keep High Speed Media organized, responsive, and operating efficiently while providing an excellent experience for our clients and prospective clients.

Pay: $17.00 - $19.00 per hour

Expected hours: 40.0 per week

Work Location: In person