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Administrative Team Lead

3 weeks ago

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At Virtual Work World, we're seeking a highly organized and experienced Administrative Team Lead to oversee our administrative team. This key role is responsible for guiding and supporting team members during weddings and events.

The ideal candidate will have at least 3 years of experience as an Administrative Assistant and/or Project Manager, with strong organizational and time management skills. Proficiency in using CRM systems, financial management tools, and various software applications (ClickUp, Crew, 17hats, Canva, Lightroom & Photoshop) is also required.

This role involves managing CRM systems for leads, clients, and quotes, handling expenses and payroll, and keeping WordPress updated as needed. Additionally, you will be responsible for prompt communication with clients and team members, managing client deliverables, and coordinating event logistics, including travel arrangements and team outfitting.

  • Team Management:
    • Oversight of a group of admins to ensure efficient completion of tasks.
    • Guidance and support to team members during weddings and other events.
    • Streamlining processes to improve efficiency and save time.
  • CRM and Financial Management:
    • Management of CRM systems for leads, clients, and quotes.
    • Creation and management of quotes in the CRM system.
    • Handling expenses and payroll via various methods.
    • Update WordPress as necessary.
  • Client and Team Communication:
    • Prompt response to correspondence with clients, planners, filmers, and photographers via email, WhatsApp, and Instagram.
    • Ensuring client needs are met and communicated promptly.
    • Managing client deliverables, including photos and videos.
  • Event Coordination:
    • Coordinating teams to have the necessary resources and information.
    • Purchasing airplane tickets, hotels, and car rentals as required.
    • Availability for team members during weddings to answer questions or make modifications.
  • Social Media Management:
    • Uploading each wedding's media to Instagram, Pinterest, YouTube, and Facebook.
    • Creating thumbnails for videos and uploading them to YouTube.
    • Managing reel creation and creating reels for Instagram and stories as necessary.

To excel in this role, you should possess excellent communication skills, a native speaker level of fluency, and proficiency in Microsoft Office Suite or Google Workspace.