Administrative Assistant

Virtual Admin Assistant

We are hiring a Virtual Admin Assistant to support our EA & Talent Acquisition Lead as a direct proxy. This is a high-trust, high-accountability support role. You will be plugged into the operational backbone of a fast-moving agency and expected to learn quickly, execute reliably, and grow into broader ownership over time.

This role sits at the intersection of Executive Operations, HR & Talent Acquisition, Finance Administration, and Property Management. Your goal over 90 days is to absorb every task and process so that you can handle them independently — freeing the EA to lead on CEO strategy and Talent Acquisition.

Responsibilities include:

Executive & Administrative Operations

• Manage G-Drive: organize folders, name documents correctly, maintain version control
• Update and maintain the Asana Operations Task Board — keeping all tasks current, correctly categorized, and properly assigned
• Coordinate system access: set up and revoke tool access (Fathom, ClickFunnels, QuickBooks, etc.) as directed
• Handle QuickBooks Online admin tasks: send documents to Unloop, organize financial records, basic data entry
• Insurance admin: tracking renewals, coordinating paperwork, flagging upcoming deadlines

Finance & Data

• Calculate and track the CEO's time burn rate by category based on calendar and briefing data
• Build and maintain Google Sheets trackers for financial tracking, expense logging, and reporting
• Support coordination: scheduling, note-taking, task follow-up with external stakeholders
• Assist with bank account reconciliation tracking and flagging discrepancies

HR & Talent Acquisition Support

• Filter and screen resumes in Workable: move candidates through stages, apply the Priority Funnel, flag qualified applicants
• Conduct phone screens when the EA is unavailable — following scripted criteria and submitting written evaluations
• Maintain and update the weekly TA reporting tracker: Time to Hire, Cost per Hire, Pipeline Health scores
• Help run MVP calls: prep notes, send follow-ups, log outcomes in Asana
• Coordinate with hiring managers: send interview links, schedule WHO interviews, follow up on feedback
• Support onboarding and offboarding logistics: send system access checklists, track form completion

Property Management Support

• Track rental income and flag any delinquencies within 48 hours
• Coordinate with third-party vendors (landscapers, contractors, plumbers): get quotes, schedule visits, confirm completion
• Log all maintenance expenses in Stessa with receipts within 48 hours of purchase
• Monitor utility bills across all 4 properties and flag upcoming due dates 7 days in advance
• Assist with property documentation: refinancing paperwork, insurance coordination, lease renewals

We are Client Accelerators, the 'go to' company for coaches, consultants, experts, & authors who want to achieve sustained growth through paid acquisition channels like YouTube, Facebook, TikTok & Google.

We were the 207th fastest growing company on the Inc 5000 list last year, and have had record growth for an advertising agency, growing an incredible 2,574% over the past 3 years.

We've been able to have this record growth because of the incredible results we've been able to get for our clients, which has allowed us to speak on stages all over the world on our strategies & tactics to doubling, tripling or even 10x their profits by working with us. We take a hands-on approach to growing each client we bring in by scripting all of their creatives, video production, tracking, & running their ads on these channels to hit agreed upon targets. Our proven approach has allowed us to spend over $150 Million Dollars & generate over $300 Million Dollars in verified sales in the past 5 years. Currently, our company is focused on founder-led businesses across the e-learning, SaaS and service-based internet space.

We believe great people are at the center of every successful business. Employees are provided a full suite of benefits, including competitive compensation, healthcare, unlimited paid time off and access to world class training material.

Client Accelerators Core Values

• We are problem solvers: If you spot a problem in our company or a client's company, provide a solution. There's millions of problems, and not as many problem solvers, be the solution.
• Open Source Code: We share what's working with everyone
• Empty The Bucket: Picture this, if you just spent two hours cleaning your car, you put all of the cleaning materials away, but you notice you missed a spot. What do you do? You go back, get everything back out, and complete the job to perfection
• We're a 'TEAM' not a Family: Leaders at CA hire, develop, and cut smartly, so we have Superstars at every position
• Ownership Thinking: Going out of your way to make sure your actions and the actions of your peers are in the best interest of the company
• Being The Best: Mastering your domain so you're the best in the world at it