We're hiring

Marketing Administrative Assistant

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About Chasing Creative

Chasing Creative is a strategy-first creative agency based in Palm Coast, Florida. We produce video, brand strategy, Webflow sites, paid media, SEO, and social content for B2B tech, data center, intelligent infrastructure, SaaS, and DTC brands.

We are a small distributed team that ships polished work fast. We are hiring an Administrative Assistant to keep client delivery on schedule, keep the founder's day running smoothly, and support the operational backbone of the agency.

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The Role

You will be the right hand to the founder, owning the administrative work that keeps client projects moving and internal operations tight. You will partner closely with our PM/Ops lead (Claire) and serve as a reliable point of contact for clients, vendors, and the vetted professionals in our collective.

This is a high-trust role for someone who is organized, proactive, sharp in writing, and energized by being the person who makes everything run on time.

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What You'll Own

Project & Task CoordinationKeep ClickUp boards current. Update statuses, follow up on overdue items, prep weekly project recaps, and surface anything that needs the founder's attention before it becomes a client issue.

Client & Vendor SupportSend meeting follow-ups, schedule kickoffs and reviews, chase signatures, process invoices, and keep client communication warm and professional. Coordinate handoffs between clients and the vetted professionals in our collective.

Outbound & Pipeline AdminSupport our outbound program in Lemlist. Load and QA sequences, maintain list hygiene, triage replies, and route qualified responses to the founder same-day.

Calendar & InboxManage the founder's calendar across client meetings, internal standups, and personal commitments. Triage Gmail, flag priorities, draft replies, and protect focus time.

Document & File ManagementOrganize and maintain Dropbox folders, Google Drive assets, and client-facing documents. Format proposals, SOWs, and decks. Light editing of contracts and engagement letters.

Social & Marketing AdminUpload posts to Sendible from approved CSV calendars. Track post performance summaries weekly. Light copy QA before scheduling.

Bookkeeping TouchpointsForward receipts to the CPA, log reimbursable expenses, follow up on outstanding invoices, and reconcile pay reports for our collective.

Travel, Events & Light Personal SupportOccasional flight, hotel, and ground transportation booking for client visits and industry events, delivered as one clean itinerary with confirmations and addresses. Occasional household vendor coordination and appointment scheduling. Boundaries respected.

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You're a Fit If

• You have 2+ years of experience as an EA, VA, or admin coordinator, ideally for a founder or small team.
• You write clearly, edit carefully, and can match the tone of a polished agency.
• You are fluent with ClickUp, Slack, Gmail, Google Workspace, and Dropbox, or you learn new tools fast.
• You take initiative. You catch things before they become problems and follow up without being asked.
• You are calm under pressure, discreet with sensitive information, and comfortable working with a US-based founder across time zones.
• Strong written English is essential.

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Bonus Points

• Experience inside a marketing, video production, or creative agency.
• Familiarity with Lemlist, Sendible, Webflow CMS basics, or AI workflow tools (Claude, ChatGPT, Zapier, n8n).
• Experience supporting an S-corp owner-operator with light bookkeeping and finance hygiene.

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Hours & Compensation

Starting at 20 hours per week with overlap to US Eastern Time (at minimum 9 AM to 1 PM ET, Monday through Friday).

Hours grow with agency client load. As new retainers come online, this role scales toward 30+ hours per week, and we will revisit scope and rate together at 90 days based on performance and workload.

Paid via contractor agreement (1099 or international equivalent).

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How to Apply

In your proposal, please include:

1. A short note on a time you caught a problem before your founder or manager noticed it.
2. Which project management tool you have used most, and how you kept it current.
3. Your available hours in US Eastern Time.

Please skip generic templates. We read every application.

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