Administrative Assistant

📋 Description

• • The Administrative Assistant at Scale Army serves as a central operational partner to leadership, ensuring seamless coordination of executive priorities, client deliverables, and business development initiatives in a fast-growing hospitality marketing agency. This role is critical to maintaining organizational clarity so leadership can focus on scaling client impact and internal growth.
• • The person in this role will manage day-to-day operations across executive support, project coordination, meetings, documentation, business development, marketing, and finance—acting as the organizational backbone that keeps workflows aligned, timelines met, and information accessible.
• • Scale Army supports U.S.-based clients in the hospitality sector, combining technology and creativity to elevate brand visibility and operational efficiency for restaurants, hotels, and hospitality experiences. The company operates fully remotely with a global team spanning LATAM, Africa, and Eastern Europe, requiring alignment with U.S. business hours (9 AM–5 PM EST).
• • The Administrative Assistant will work directly with agency leadership and cross-functional teams, gaining hands-on experience in hospitality marketing operations, CRM management, digital workflow systems, and executive support—building a versatile skill set in a high-growth, innovative environment.
• • What the person will do day to day:
• • Manage project management platforms including ClickUp, Slack, and Notion by building and maintaining executive dashboards, creating and assigning tasks, tracking dependencies, and ensuring timely delivery of client and internal deliverables.
• • Handle all aspects of scheduling through Calendly and Google Calendar, coordinate internal and client meetings via Zoom, capture outcomes using Zoom Notetaker and Rev Notetaker, and distill key action items for follow-up and accountability.
• • Act as a liaison between internal teams, freelancers, and vendors by routing NDAs, SOWs, and vendor paperwork, tracking contract dates, maintaining document integrity in Google Workspace and shared drives, and organizing SOPs, playbooks, and workflow systems.
• • Support business development by updating lead and prospect data in HubSpot and Apollo.io, tracking deal stages and pipeline visibility, researching and qualifying hospitality clients (hotels, food halls, restaurant groups), and preparing tailored pitch materials like one-pagers and case studies.
• • Assist diagnostic and pitch efforts by pulling surface-level insights from SEMrush, SocialInsider, and Sprout Social, formatting proposals and reports, tracking RFP deadlines, organizing pitch meetings, and creating dashboards that summarize outreach activity, proposal volume, and conversion metrics.
• • Contribute to marketing and web operations by maintaining business listings on Yext and Google Business Profile, organizing creative assets across Google Drive, Dropbox, WeTransfer, and Frame.io, supporting social content creation in Canva and Figma, scheduling posts via Hootsuite or Sprout, managing WordPress updates, and monitoring GA4 and SEO performance.
• • Provide finance and administrative support by maintaining client agreement records, tracking billing and payments, processing vendor invoices and receipts, assisting with bookkeeping coordination, and supporting reporting on project costs, ROI, and vendor performance.
• • About the team or company:
• • Scale Army partners with a fast-growing agency founded by hospitality professionals who leverage technology and creativity to modernize how restaurants, hotels, and hospitality brands are discovered and experienced in the digital landscape.
• • The company operates as a fully remote team with members across LATAM, Africa, and Eastern Europe, requiring overlap with U.S. Eastern Time (9 AM–5 PM EST) to effectively support U.S.-based clients and leadership.
• • What the person can learn or achieve in this role:
• • Develop advanced proficiency in operational systems like ClickUp, HubSpot, Apollo.io, Google Workspace, and CRM platforms while gaining exposure to hospitality marketing strategies, sales pipeline management, and executive-level decision-making processes.
• • Build a strong foundation in business development, digital marketing execution, and administrative leadership—positioning themselves for growth into roles such as Operations Coordinator, Project Manager, or Marketing Operations Specialist within scaling agencies or tech-enabled service firms.