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Job Title: Part-Time Administrative Specialist
Hours: 15-20 hours/week (core role), with an optional 5-10 hours/week for expanded responsibilities

Format: Primarily Remote - must reside in Minnesota

Role Overview:
A specialized consulting firm is seeking a Part-Time Administrative Specialist to provide essential administrative and operational support. The firm specializes in executive coaching, leadership consulting, and keynote speaking, working primarily with senior executives and C-suite leaders. This role is designed to protect and optimize the consultants' time by managing scheduling, preparing materials, and maintaining smooth daily operations.

This fully remote position requires a highly organized, professional, and proactive individual who thrives in an independent work environment. Candidates must have their own equipment and at least three years of administrative experience.

Core Responsibilities (15-20 hours/week)

Daily Tasks:

• Manage and optimize the CEO's calendar, balancing client meetings, internal work blocks, and speaking events.

• Anticipate needs for upcoming meetings, deadlines, and events; ensure materials are prepared in advance.

• Log and organize meeting notes, new contacts, and business leads in shared systems for easy tracking and follow-up.

• Track and ensure follow-up on client deliverables.

Weekly/Bi-Weekly Tasks:

• Create visuals and slides from consultant-provided drawings.

• Polish and format client-facing materials (e.g., PowerPoint presentations, Word documents).

• Use existing marketing materials to submit applications for speaking opportunities.

Monthly (or as needed):

• Support logistics and preparation for speaking engagements.

• Transcribe handwritten notes or flipcharts from client sessions.

• Create, manage, and track standard contracts; support the contracting process.

• Coordinate travel and accommodation arrangements.

• Manage inventory, sales, and shipping for firm-published books.

Expanded Responsibilities (Optional 5-10 additional hours/week)

Marketing and Sales Coordination:

• Ghostwrite outbound communications for business development.

• Create marketing materials to support speaking and consulting services.

• Draft social media copy and responses for CEO approval.

• Research companies and individuals for networking and business development outreach.

Ideal Candidate Profile

• Minimum of 3 years of administrative support experience.

• Highly organized, with strong personal systems for managing time, tasks, and projects.

• Responsive and proactive - able to handle shifting priorities without waiting for direction.

• Strong independent work skills and clear, professional communication.

• Proficient in Microsoft Outlook, PowerPoint, and Word.

• Knowledge of, or willingness to learn, tools like Canva, HubSpot, and Squarespace.

• Detail-oriented with strong follow-through skills.

• Must have own computer, phone, and necessary remote work equipment.

Additional Requirements

• Ability to split working hours across Monday-Friday, with daily check-ins for emails and urgent messages.

• Comfortable working under two direct supervisors.

• Understands and maintains strict confidentiality.

• Seeking a long-term, fully remote contract opportunity.

Why This Role Matters
In a small firm where every hour is valuable, your contributions will have a direct, visible impact. You will be essential in helping senior consultants stay focused on delivering high-value services to their clients while keeping operations running efficiently behind the scenes.

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