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Operations Admin Assistant (fully remote) (NEW)

Magical Teams • Full-time • Remote (Falls Church, Virginia, United States) • $36.78k - $55.49k / year • 1m ago

Logistics Summary:

Position: Operations Admin Assistant
Type: 1099 subcontractor
Location: 100% remote, international
Hours: EST business hours - freelance, part time, or full time options
Compensation: $5-$25/hr

Seeking you... if you:

geek out on all things operations that support and grow small businesses
are masterful at context switching and can juggle multiple clients and projects seamlessly and efficiently
feel an insatiable desire to excel, learn, persevere, optimize, deliver quality, and get results
have a high mental acuity and can easily pick up on new situations and environments
are excited by a people-centric approach to collaborating within a team and a commitment to DEIB
are resourceful, proactive, and a problem solver - heck, you thrive on it!

Who We Are

Magical Teams is a premium operations agency that works with mission driven B2B small businesses. We are strategic and implementation partners who offer custom "team built for you" services that integrate into our clients’ businesses. Our core values are communication, shared ownership, kindness, freedom, and leaning into our optimal zone of discomfort. Our CEO, Christina Salerno, has been building and supporting small businesses for over 15 years and we've built an impressive team who bring a wealth of expertise across all areas of operations. We are a small team with big hearts and exceptional work ethics. We have a very high bar for quality + efficiency.

Our clients have established small businesses and startups, but they are at a growth point and need extra support to up-level. Sometimes they really don’t know what they’re doing when it comes to building/managing a business and they’re looking to us to learn how to do this and get the execution support to set a team up for success. Other times they simply have run out of capacity and know what needs to be done, but they need to outsource it so they can focus on being the visionary / business owner.

✨ READ MORE on our Careers Page ✨

Responsibilities and Areas of Need

(needs edits since most of this has been moved to careers page) We are agile, versatile, and adaptive. Our small business clients value the way we can adapt to their ever-changing needs. We ebb and flow with them through the ups and downs and various expertise they may require. However, this can increase or decrease the availability of work for our team members. We prioritize filling core team members' hours and then bring in freelancers for additional capacity/skills.

We use a “pod team” structure to work with clients. Each client is assigned a primary pod that includes a Strategist, Coordinator, and Admin. For more complex projects or larger budgets, we may also add team members to expand capacity or provide subject matter expertise, but we aim to keep the core pod the same long-term for cohesion and quality.

The Admin's primary role is to provide support in the “doing” of day-to-day tasks, routines, and other execution focused support. They will work with their pod to understand, receive support / feedback, and get their assigned tasks completed.

The Coordinator's primary role is to project manage, delegate to admins, and provide quality implementation, build outs, and more ambiguous execution that can't as easily be delegated to an Admin. They can go to their pod Strategist for priorities, strategic guidance, and mentorship.

The Strategist's primary role is to plan priorities and oversee the quality of deliverables and success of the pod team. They are responsible for ensuring resources are used efficiently and effectively so that clients get high ROI results, experience quality support, budgets are set and met, and expectations are met or exceeded. They also provide strategic partnership expertise to the client and can collaborate with other Strategists with subject matter expertise when needed.

Our clients are dynamic small businesses and emerging startups reaching pivotal stages in their growth journey. They choose us because of our expertise and value/respect our advice on what will make the most impact. Most of our clients work with us long-term in ongoing engagements, but we also do project based work.

If they have team members, we help ensure they are set up for success by building out solid operational infrastructure and management best practices. We also can function as an integrated member of their team in a wide range of execution based support.

While we want clients to feel that we are a part of their team, we still maintain our freedom and we manage our own work. We care about providing a high quality standard of work, and we also care about providing a great working relationship with our clients. (More about “working with us”)

Due to the custom nature of our work, no client / situation / week is the same. For those who love to be challenged, there’s always interesting work to keep you engaged and learning!

Our admin assistants have a diverse range of expertise which include:

Acts as a gatekeeper or serves as the initial point of contact for client email inboxes, while efficiently managing intricate and complex schedules and calendars.
- Schedule and coordinate meetings, events, interviews, appointments and/or other similar activities.
- Prepare and distribute reports, summaries, and meeting agendas – clearly and concisely.
- Track tasks and action items for CEOs and help them prioritize their time.
Efficiently handle various routine and ad hoc tasks within their allocated hours to ensure the seamless operation of the pod team and client projects.
- Research and organize summary of info with your insights to share with the client.
- Sort, organize, and file various documents and online assets.
- Aesthetically format and proofread documents and presentations.
- Follow checklist routines from SOPs.
A self-management wiz when it comes to executing on task and juggling various projects.
- Collaborate with your pod team members to plan and execute tasks, ensuring that specific outcomes and timelines are met.
- Monitor progress, identify potential issues, and proactively find solutions to keep tasks on track.
- Maintain detailed documentation, including timelines, deliverables, and client feedback.
Implement systems, tech migrations, digital tech tool set up, create documentation, databases, and nerdy optimizations – and all that goes into establishing infrastructure for lean small businesses.
Contribution in a wide-range of other potential specialties, such as:
- Customer support for our clients' customers.
- Invoicing and payroll.
- Updating KPIs and budgets.
- Designing simple graphics in Canva.
- Updating content on websites via Wordpress, Webflow, etc.
- Organizing and posting social media, newsletters, or other marketing content.
- Team member or client onboarding.
And much more!

Bonus points if someone has multiple areas of interest. Mega bonus if someone has multiple areas of interest AND experience AND they love what we do AND they can keep up with high performers. We are a team of proudly passionate expert generalists. We celebrate and encourage those who have unconventional professional backgrounds and career paths.

We believe that a diverse set of backgrounds and experiences enrich our team and allow us to achieve above and beyond our goals. If you do not have experience in all of the areas detailed above, we hope that you will share your unique background with us in your application and how it can be additive to our team.

We highly encourage candidates who are LGBTQIA2S+, BIPOC, neurodiverse, disabled, from rural areas, and other communities.

Skills That Will Enable You To Thrive:

You have a reliable computer and internet connection and can use video conferencing services such as Zoom.
You learn quickly, like, really quickly. You can grok a client's business, projects, and tech tools with a minimal amount of context and details.
You excel at balancing being thorough and efficient in a 100% remote work environment with multiple clients/projects at various stages.
You are highly skilled at self-management. You've developed your personal organization workflows so that you meet deadlines while still being flexible for emergent re-prioritization.
You are reliable and ensure others always know what you are doing, by when, and proactively follow-up about action items you are waiting on.
You take pride in refining your communication so it is clear and concise, both written and verbal, and especially the ability to speak client-friendly language that makes them feel safe and supported.
You have a strong internal drive to exceed expectations, self-resource, and take initiative.
You value collaboration and are discerning about when to reach out for support and ask questions.
You are dedicated to high-quality excellence, love to receive and give feedback, and have intentionally developed your emotional maturity to not take things personally.
You appreciate personal development, are committed to diversity, equity, inclusion, and belonging, and are passionate about your own growth.
You are detail oriented. Still paying attention? Put the secret code “I have found my peeps” in the 2nd to last application question - "Is there anything else that you want to tell us?"
You are quick to pick up new tech and tools. We work in a variety of online tools and are always learning new ones for our clients. You will need to be able to fully utilize our core tech tools, including: ClickUp, Google Drive, TMetric, LastPass, Slack, Canva, and many more. And, learn client tech in 1-2 hrs.
You have a reliable computer and internet connection and can use video conferencing services such as Zoom.

Why It’s Awesome to Join Our Team

1) Work virtually from anywhere! We are remote first and always will be. While we do work within Eastern Standard Zone business hours (typically 10am-6pm EST), there's a lot of flexibility for how you approach and complete your work each day!

2) You’ll work with extraordinary people. Everyone on our team has unique superpowers that are well honed in different areas. If you like working with organized, passionate, responsible, communicative, talented, accountable, creative, generous, fun, and ambitious people… that’s us.

3) We are ALL about mentorship! We mentor clients, everyone gets mentorship, and we mentor each other. We have mentorship cohorts, internal team trainings, co-working, and a constantly growing resource library.

4) We care about people, empowerment, inclusion, wellbeing, and we implement this in our client services and internal team. If that’s appealing to you - and you care too - you’ll be able to have a direct meaningful impact!

5) We have a high bar for excellence, execution, efficiency, results, and integrity. If you love to roll up your sleeves and be dedicated to detail-oriented, efficient quality, you’ll succeed here fast.

Magical Teams is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Important: We take the time to read each and every application submitted. We request thoughtful responses to the application questions in order to be considered for proceeding forward in our process.