Remote Administrative Assistant

Summary

The job is for an Administrative Assistant at Ellipsis, a remote SEO Content agency. The role involves managing day-to-day financial tasks, coordinating meetings, drafting contracts and proposals, assisting with emails, organizing company meet-ups, handling special projects, and working independently while maintaining connections with team members across digital platforms.

Requirements

• 4+ years experience in an Administrative Assistant, Personal Assistant, Operations Manager/Assistant, or similar roles
• Impeccable English editorial skills
• Proven experience writing, proofreading, and editing
• Meticulous attention to detail
• Experience working remotely full time
• Extremely comfortable with Google Docs, Gmail, Google Meet/Zoom and digital project management tools
• Availability to work on UK time, with some flexibility for meetings

Responsibilities

• Manage day-to-day financial tasks, including expense processing, drafting of batch payments, invoice collection, and maintaining accurate records
• Handle client invoicing, and ensure timely payments (both incoming and outgoing)
• Coordinate with external accountants for accurate financial reporting and payroll/pension administration
• Support with new hires; post job descriptions to our Applicant Tracking Software and job boards, and handle initial screening of candidates before passing over to the Hiring Manager
• Prepare for meetings, including ensuring agendas and internal notes are prepared
• Attend meetings and take minutes, or listen to recordings of meetings and take minutes
• Triage next actions arising from meetings, including assigning or drafting follow-up emails or tasks
• Draft contracts and proposals for clients
• Draft sales emails, primarily as follow-ups
• Assist with meetings scheduled between 4-6.30pm UK time to accommodate clients in California. This may involve preparing for, attending, and following up on these meetings

Benefits

• Competitive, full-time salary with pension, benchmarked to UK rates and based on experience. The range for this role is: £35k-£42k/year
• 28 days of paid holiday
• An additional 1 paid holiday day a year with each year of tenure, up to a maximum of 5 additional days
• 4-day work week, once a month
• Genuinely flexible working , although noting the meeting schedule requirements above
• Regular team retreats (~2 per year); last was Edinburgh, previously in Oxford, Madrid, and Budapest
• Enhanced maternity/paternity leave , and sick pay
• You’ll work for a sustainable, ethical company: we are aiming to become a B Corp by the end of 2024