Administrative Assistant with Lead Management and Invoicing Support for Luke

I'm Rhino Julie, and I LOVE building super teams to service our clients' needs.

If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team

My promise to you:

I provide a FUN working environment.

We are constantly learning new things.

We are a team who wants to be the best at what we do, which means you have the BEST teammates.

I ALWAYS pay on time.

I treat all of my team members with respect and love.

Client Overview:

Luke owns a marketing company that helps brands market their products on eCommerce sites. He's looking for an amazing unicorn who can take some administrative tasks off his plate so he can focus on his zone of genius.

Client Requirements:

• Must be able to work 20 hours/week
• Must be able to work 9am-1pm Mountain Time (US)
• Must have experience in administrative support or any similar role
• Strong written and verbal communication abilities
• Must be super organized with great attention to detail
• Detail-oriented with a commitment to quality control
• Must have experience with CRM Management (preferably ClickUp)

Software tools used by the client:

• ClickUp
• Google Suite
• QuickBooks

Responsibilities/Tasks

Administrative & Executive Support

• Manage Luke's calendar, ensuring appointments and meetings run smoothly.
• Oversee and organize Luke's emails, including managing, responding, and following up on correspondence.
• Draft and edit professional email replies, ensuring Luke's tone and brand alignment.
• Conduct research from time to time (e.g., industry insights, competitor benchmarks, or client-specific prep).
• Work with Luke to refine and enhance business processes for maximum efficiency.
• Set up recurring workflows or automations (email, CRM, task management).

Financial & Bookkeeping Support (Training will be provided)

• Manage client invoices, ensuring they are sent out and followed up on time. (Communication: Calls and Emails)
• Handle contractor invoices, calculating amounts and sending them to Luke for review.
• Assist with expense tracking and categorization.
• Prepare monthly financial summaries for review (income, expenses, outstanding invoices).
• Work with Luke and Pat to ensure accurate record-keeping and compliance.

Marketing

• Manage leads by responding, following up, and nurturing connections.
• Manage referral partners by responding, following up, and nurturing connections.
• Maintain and update the CRM (ClickUp) with accurate and timely information.
• Research potential referral partners and prepare outreach lists.
• Oversee the weekly scorecard, tracking, and achieving key performance goals. This includes:
• Reaching out to warm leads and referral partners
• Conducting competitor research
• Creating and sending content proposals to referral partners
• Inviting agency owners for coffee meetings to build relationships

Pay and Benefits:

• Competitive hourly rates
• Wellness package
• Squad Breaks (paid time off)
• Quarterly performance bonuses
• Holiday and year-end bonuses
• Annual appraisal

Our super cool hiring process:

• We have real people communicating with you and looking at your application
• We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it.
• At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well

Please note that there is a 1-time Profile that you will help us fill out before the Paid Test. This profile will be sent to our clients, along with your Paid Test results. We value you as a person, and we value your time. Once you're in with Rhino Squad, you're IN, and you have lots of job opportunities available to you. So we appreciate your help in preparing your details to present to our clients.