{"schemaVersion":"jobsearcher.job.v1","id":"3cc891aee9b783a9ad72c6a3","url":"https://jobsearcher.com/jobs/3cc891aee9b783a9ad72c6a3","canonicalUrl":"https://jobsearcher.com/jobs/3cc891aee9b783a9ad72c6a3","title":"ADMIN ASSISTANT","description":"About Us:\nWe’re on a mission to bring the power of modern marketing to B2B technical industries, so they can achieve greater success. For over a decade, we’ve helped B2B marketers in technical, industrial and manufacturing industries accelerate growth through highly effective websites and powerful digital marketing.\nAbout The Opportunity:\nThis is the role of a nimble, detailed, results-oriented admin assistant who can help support our president and leadership team in making our organization even more successful.\nThis is a full time remote/WFH position, on a fully virtual team. Contract or alternate hour arrangements will be considered for highly qualified candidates.\nAbout You:\nYou are smart, strategic, realistic, logical, results- and process-oriented. You live to support the team and keep processes and systems on track, becoming the glue that guides the success of both our clients and Windmill Strategy.\nYou’re a skilled communicator, excellent with technology, and able to figure things out on the fly, as well as follow a detailed process. You’re a pro at prioritization, are a natural problem solver, and can spot ways to improve existing processes for better efficiency or accountability. A background and/or understanding of professional services for an ad agency, marketing firm or web development company is a bonus.\nMost importantly, you want to join a results-oriented team of great people who are passionate about growing our company as a great place to work, and helping our clients succeed.\nResponsibilities:\n\nGeneral Admin:\nPerform minor accounting duties, including:\nSchedule and coordinate monthly billing process, coordinating with our accountant and internal project management staff and leadership for reviews and sign-offs\nReview and reconcile contractor invoices and with project management\nReview and send new project down payment invoices and billing schedules to clients\nAnswer straightforward client invoice questions and escalate to account project management staff and leadership when more detail or discussion is needed\nMaintain spreadsheets for budgets/staffing as needed\nMonitor the status of past due invoices, following up directly with clients and escalate to internal account/project management and leadership team as needed\nMaintain and report on billing metrics\nSchedule meetings as requested\nScreen, respond to, and route inquiries that occasionally arrive through our company main phone line and email address\nCoordinate team software license management and renewals\nOccasionally coordinate travel, primarily around twice-yearly in-person retreats\nOccasionally source and reserve meeting and dining venues, and purchase branded apparel, and client & employee gifts\nManage virtual mailbox and forward mail bi-monthly\nAssist the president with other administrative tasks as needed, including occasional email management while out of office\nMaintain organization of digital files, updating documents and file structures as needed\nSupport year end initiatives, including updating blackout dates in email campaigns, updating or producing new annual documents and templates, adding events into project management system and calendars.\nSales Admin Support:\nScreen initial sales inquiries, following up with prospects as needed for additional information\nFor qualified leads, schedule introductory sales calls with the appropriate sales staff\nUpdate and maintain CRM data hygiene and sales pipelines\nUpdate and maintain library of reusable proposal content in coordination with leadership and sales/account management staff\nAssist with preparation of sales templates, proposals, and other sales materials based on input from leadership and sales/account staff\nAssist with new client and project onboarding tasks\nAssist with client and project offboarding tasks\nMaintain and report on sales metrics\nSupport annual rate increase functions, including sending notification to clients, and updating our billing systems, project management system, website, sales documents and proposals with new prices\nMarketing Admin Support:\nUpdate website content and post new content on website, social profiles, and via email newsletter (using WordPress, HubSpot, and sometimes LinkedIn)\nAssist with updates to the content calendar, adding new content as requested, linking templates and live content upon publication\nReview website visitors and enroll qualified ICP matches into email campaigns\nScheduling and sharing results of yearly client satisfaction surveys\nAssist with monthly webinars, including webinar scheduling and promotion, event registration, attendance as a panelist, uploading webinar content to our website and YouTube channel, and sending recaps to registrants\nPost content on our social media channels, monitor accounts for activity and respond as appropriate\nOccasional research tasks or special projects, i.e. competitor research\nMaintain and report on marketing metrics\nPeriodically update company directory listings\nHR Admin Support:\nManage, post, and publicize job postings on our website, LinkedIn, and via email\nPerform initial application screening and conduct first round interviews for potential candidates\nCoordinate the request and receipt of supplemental applicant assessments and disseminate to the hiring team\nSchedule interviews with hiring teams and leadership\nSchedule, manage, and execute onboarding and offboarding tasks for employees and contractors\nCoordinate employee enrollment in medical and dental plans during employee onboarding, offboarding, open enrollment, and other qualifying life events\nResearch potential hires, including social media review and background checks\nSchedule and share the results of quarterly employee satisfaction surveys with leadership\nInitiate annual review process in coordination with leadership, setting up 360° review forms for all staff, gathering results, and sharing with leadership\nSkills and background:\nAssociate’s or Bachelor’s degree in marketing, business or related field.\n2+ years admin assistant with sales and/or marketing assistant experience as a plus.\nProcess-driven and efficient, managing big picture goals with highly accurate details.\nEffective and professional written and verbal communication skills.\nHigh level of attention to detail.\nExcellent organization skills.\nAbility to prioritize multiple tasks and activities.\nProactive, highly motivated and flexible.\nComfortable jumping right in and handling tasks as needed, asking clarifying questions and learning new skills and processes.\nAbility to work effectively within a team and independently.\nAble to work efficiently in a Mac environment and easily navigate web-based applications.\nFluency in Slack, Google Workspace applications including Gmail, Google Docs, Google Sheets, Google Slides as a user and perform light administration duties.","company":"Windmill Strategy","rawCompany":"windmill strategy","city":"Remote","state":"OR","isRemote":false,"isActive":false,"createdAt":"2026-04-12T20:27:05.444Z","occupations":[{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"43-9199.00","title":"Office and Administrative Support Workers, All Other","slug":"office-and-administrative-support-workers-all-other"}],"industries":[{"code":"561110","title":"Office Administrative Services","slug":"office-administrative-services"},{"code":"541611","title":"Administrative Management and General Management Consulting Services","slug":"administrative-management-and-general-management-consulting-services"},{"code":"541613","title":"Marketing Consulting Services","slug":"marketing-consulting-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"ADMIN ASSISTANT","description":"About Us:\nWe’re on a mission to bring the power of modern marketing to B2B technical industries, so they can achieve greater success. For over a decade, we’ve helped B2B marketers in technical, industrial and manufacturing industries accelerate growth through highly effective websites and powerful digital marketing.\nAbout The Opportunity:\nThis is the role of a nimble, detailed, results-oriented admin assistant who can help support our president and leadership team in making our organization even more successful.\nThis is a full time remote/WFH position, on a fully virtual team. Contract or alternate hour arrangements will be considered for highly qualified candidates.\nAbout You:\nYou are smart, strategic, realistic, logical, results- and process-oriented. You live to support the team and keep processes and systems on track, becoming the glue that guides the success of both our clients and Windmill Strategy.\nYou’re a skilled communicator, excellent with technology, and able to figure things out on the fly, as well as follow a detailed process. You’re a pro at prioritization, are a natural problem solver, and can spot ways to improve existing processes for better efficiency or accountability. A background and/or understanding of professional services for an ad agency, marketing firm or web development company is a bonus.\nMost importantly, you want to join a results-oriented team of great people who are passionate about growing our company as a great place to work, and helping our clients succeed.\nResponsibilities:\n\nGeneral Admin:\nPerform minor accounting duties, including:\nSchedule and coordinate monthly billing process, coordinating with our accountant and internal project management staff and leadership for reviews and sign-offs\nReview and reconcile contractor invoices and with project management\nReview and send new project down payment invoices and billing schedules to clients\nAnswer straightforward client invoice questions and escalate to account project management staff and leadership when more detail or discussion is needed\nMaintain spreadsheets for budgets/staffing as needed\nMonitor the status of past due invoices, following up directly with clients and escalate to internal account/project management and leadership team as needed\nMaintain and report on billing metrics\nSchedule meetings as requested\nScreen, respond to, and route inquiries that occasionally arrive through our company main phone line and email address\nCoordinate team software license management and renewals\nOccasionally coordinate travel, primarily around twice-yearly in-person retreats\nOccasionally source and reserve meeting and dining venues, and purchase branded apparel, and client & employee gifts\nManage virtual mailbox and forward mail bi-monthly\nAssist the president with other administrative tasks as needed, including occasional email management while out of office\nMaintain organization of digital files, updating documents and file structures as needed\nSupport year end initiatives, including updating blackout dates in email campaigns, updating or producing new annual documents and templates, adding events into project management system and calendars.\nSales Admin Support:\nScreen initial sales inquiries, following up with prospects as needed for additional information\nFor qualified leads, schedule introductory sales calls with the appropriate sales staff\nUpdate and maintain CRM data hygiene and sales pipelines\nUpdate and maintain library of reusable proposal content in coordination with leadership and sales/account management staff\nAssist with preparation of sales templates, proposals, and other sales materials based on input from leadership and sales/account staff\nAssist with new client and project onboarding tasks\nAssist with client and project offboarding tasks\nMaintain and report on sales metrics\nSupport annual rate increase functions, including sending notification to clients, and updating our billing systems, project management system, website, sales documents and proposals with new prices\nMarketing Admin Support:\nUpdate website content and post new content on website, social profiles, and via email newsletter (using WordPress, HubSpot, and sometimes LinkedIn)\nAssist with updates to the content calendar, adding new content as requested, linking templates and live content upon publication\nReview website visitors and enroll qualified ICP matches into email campaigns\nScheduling and sharing results of yearly client satisfaction surveys\nAssist with monthly webinars, including webinar scheduling and promotion, event registration, attendance as a panelist, uploading webinar content to our website and YouTube channel, and sending recaps to registrants\nPost content on our social media channels, monitor accounts for activity and respond as appropriate\nOccasional research tasks or special projects, i.e. competitor research\nMaintain and report on marketing metrics\nPeriodically update company directory listings\nHR Admin Support:\nManage, post, and publicize job postings on our website, LinkedIn, and via email\nPerform initial application screening and conduct first round interviews for potential candidates\nCoordinate the request and receipt of supplemental applicant assessments and disseminate to the hiring team\nSchedule interviews with hiring teams and leadership\nSchedule, manage, and execute onboarding and offboarding tasks for employees and contractors\nCoordinate employee enrollment in medical and dental plans during employee onboarding, offboarding, open enrollment, and other qualifying life events\nResearch potential hires, including social media review and background checks\nSchedule and share the results of quarterly employee satisfaction surveys with leadership\nInitiate annual review process in coordination with leadership, setting up 360° review forms for all staff, gathering results, and sharing with leadership\nSkills and background:\nAssociate’s or Bachelor’s degree in marketing, business or related field.\n2+ years admin assistant with sales and/or marketing assistant experience as a plus.\nProcess-driven and efficient, managing big picture goals with highly accurate details.\nEffective and professional written and verbal communication skills.\nHigh level of attention to detail.\nExcellent organization skills.\nAbility to prioritize multiple tasks and activities.\nProactive, highly motivated and flexible.\nComfortable jumping right in and handling tasks as needed, asking clarifying questions and learning new skills and processes.\nAbility to work effectively within a team and independently.\nAble to work efficiently in a Mac environment and easily navigate web-based applications.\nFluency in Slack, Google Workspace applications including Gmail, Google Docs, Google Sheets, Google Slides as a user and perform light administration duties.","datePosted":"2026-04-12T20:27:05.444Z","dateModified":"2026-04-12T20:27:05.444Z","hiringOrganization":{"@type":"Organization","name":"Windmill Strategy","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Remote","addressRegion":"OR","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"3cc891aee9b783a9ad72c6a3"},"url":"https://jobsearcher.com/jobs/3cc891aee9b783a9ad72c6a3"}}