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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: Hybrid
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 hybrid 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:
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Manage and optimize the CEO’s calendar, balancing client meetings, internal work blocks, and speaking events.
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Anticipate needs for upcoming meetings, deadlines, and events; ensure materials are prepared in advance.
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Log and organize meeting notes, new contacts, and business leads in shared systems for easy tracking and follow-up.
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Track and ensure follow-up on client deliverables.
Weekly/Bi-Weekly Tasks:
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Create visuals and slides from consultant-provided drawings.
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Polish and format client-facing materials (e.g., PowerPoint presentations, Word documents).
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Use existing marketing materials to submit applications for speaking opportunities.
Monthly (or as needed):
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Support logistics and preparation for speaking engagements.
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Transcribe handwritten notes or flipcharts from client sessions.
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Create, manage, and track standard contracts; support the contracting process.
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Coordinate travel and accommodation arrangements.
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Manage inventory, sales, and shipping for firm-published books.
Expanded Responsibilities (Optional 5-10 additional hours/week)
Marketing and Sales Coordination:
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Ghostwrite outbound communications for business development.
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Create marketing materials to support speaking and consulting services.
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Draft social media copy and responses for CEO approval.
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Research companies and individuals for networking and business development outreach.
Ideal Candidate Profile
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Minimum of 3 years of administrative support experience.
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Highly organized, with strong personal systems for managing time, tasks, and projects.
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Responsive and proactive – able to handle shifting priorities without waiting for direction.
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Strong independent work skills and clear, professional communication.
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Proficient in Microsoft Outlook, PowerPoint, and Word.
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Knowledge of, or willingness to learn, tools like Canva, HubSpot, and Squarespace.
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Detail-oriented with strong follow-through skills.
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Must have own computer, phone, and necessary remote work equipment.
Additional Requirements
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Ability to split working hours across Monday-Friday, with daily check-ins for emails and urgent messages.
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Comfortable working under two direct supervisors.
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Understands and maintains strict confidentiality.
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Seeking a long-term, hybrid 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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