Senior Administrative Coordinator
1 week ago
We are seeking a highly organized and proactive Executive Support Specialist to provide administrative assistance to our clients in a fast-paced, multi-service environment.
Key responsibilities will include maintaining detailed calendars, project timelines, and task tracking within Notion to organize real estate shoots, post-production timelines, and creative service deliverables.
The ideal candidate will have experience supporting executives in fast-paced creative or service-based businesses, with a strong background in project management tools, G Suite, Dropbox, and GoHighLevel CRM.
Responsibilities will also include drafting follow-up emails, coordinating appointments, preparing polished client-facing materials aligned with brand standards, and ensuring timely responses across platforms and communication channels.
- Maintain detailed calendars, project timelines, and task tracking within Notion to organize real estate shoots, post-production timelines, and creative service deliverables.
- Draft follow-up emails, coordinate appointments, and prepare polished client-facing materials aligned with brand standards across multiple service verticals.
- Keep communications and files organized; tag leads in GoHighLevel CRM, archive creative assets, and ensure timely responses across platforms and communication channels.
- Assist with preparing client proposals, internal reports, production checklists, and delivery folders with accurate formatting and attention to detail.
- Help coordinate real estate media shoots, delivery timelines, and internal resource scheduling; liaise with photographers, editors, and clients as needed.
- Creative/Media Industry Background: Minimum 5.5+ years supporting executives in fast-paced creative or service-based businesses; experience with real estate media or production workflows strongly preferred.
- Proactive, Self-Starter: Must take initiative, work independently, and offer solutions before being asked.
- Strong Communication Skills: Excellent written and verbal communication; comfortable drafting professional correspondence and interacting with clients as needed.
- Notion & Tech Proficiency: High proficiency in Notion required. Familiarity with project management tools, G Suite, Dropbox, and GoHighLevel CRM; able to manage digital files, assets, and workflows.
- Detail-Oriented & Deadline Driven: Demonstrated ability to prioritize, meet timelines, and manage logistics without constant oversight.
Our company offers a dynamic work environment with opportunities for growth and development.
The successful candidate will be offered a competitive salary and benefits package.
Additionally, we offer flexible working arrangements and opportunities for professional development.
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