Administrative Assistant (Virtual Assistant)

Our goal is to do great work for great people with great people. We value work life balance, autonomy, and freedom with a strong belief that results mean more than hours worked.

We’re seeking a detail-oriented and proactive support team member who thrives on organization, communication, and efficiency. The ideal candidate is a quick learner with a strong focus on accuracy in documentation, follow-ups, and project updates. Exceptional communication skills and organizational abilities are a must, ensuring seamless collaboration and efficient support across all tasks.

Responsibilities

Sales Support & Client Communication
Prepare and format sales proposals, ensuring professionalism and accuracy.
Send follow-up emails to leads and clients, tracking responses and maintaining organized records.
Manage inbox communication, responding to client inquiries and directing messages appropriately.
Confirm submitted materials and document client decisions professionally and clearly.
Schedule and coordinate client meetings, ensuring all relevant team members are informed.
Provide weekly updates on active proposals, sales pipeline status, and upcoming deadlines.

Administrative & Project Management Support

Create and maintain detailed records such as kickoff notes, client briefs, and tracking documents.
Use Google Suite, Monday.com, and other agency software to manage and organize client information and assets.
Assign tasks in Monday.com, ensuring clarity and accuracy in descriptions and deadlines.
Manage calendar events, including sales calls, follow-ups, and internal team meetings.

Preferred Experience

Sales Support: Experience in assisting sales teams with proposal preparation, follow-ups, and lead tracking.
Project Management Tools: Proficiency in Monday.com or similar platforms for task organization and tracking.

Collaboration Tools: Experience with Slack or similar communication tools for team coordination.

Canva: Experience using Canva or similar tools for light design work, such as editing proposal templates or sales materials.
Technical Credentials Management: Familiarity with managing login credentials in systems like 1Password and documenting processes in platforms like Monday.com.

Hosting Platforms: Knowledge of hosting environments like Flywheel.

WordPress: Experience managing WordPress websites, including plugin updates, and basic customizations.

Benefits:

4.5 Day work week
Choose your own holidays 
Generous PTO
And More! 

About Rock City Digital:

We are a marketing agency based in the United States and have a stateside team of 11 people and 4 international team members. Rock City Digital is a very well-respected and rapidly growing Digital Marketing Company in local service based industry with strong core values and a superb track record of serving its clients better than the competitors. Our key services include Website Design, Google Ads, Search Engine Optimization, and Social Media Management. 
Our Core Values are of incredible importance to us. Please visit rockcitydigital.com/about/#corevalues and familiarize yourself with our Core Values before continuing. Please continue with this job description and application if you feel you align with these values.

We are looking for someone who will work the same hours as us, which are 8am - 5pm (Central Time Zone). The perfect candidate is self-disciplined, independent but a team player, a taskmaster, detail-oriented, and excellent with time management and communication. Our new team member will need to be able to prioritize tasks, meet deadlines, and perform with accuracy for long periods of time.

Our team is highly organized with processes in place. Our company possesses a strong, highly sought-after company culture and core values so finding the right fit for this position is of incredible importance to us. You are a part of our team!

Instructions when applying: 

1. First, please view our core values here (rockcitydigital.com/about/#corevalues) and make note of which resonated with you most.
2. Please do not email me. Instead go to our hiring page of our website here (rockcitydigital.com/careers/administrative-assistant/)
3. Read through the description and fill out the form on that page including a link to your resume, work samples, and DISC profile if you have it.
4. Before submitting, include in the “Additional information to know” box a message about which core value resonates with you most.