REMOTE Administrative Assistant (Contract Role)

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Position Description:

Overview

At Delta Digital, we're building a portfolio of media brands focusing on informing and entertaining people in pursuit of their passions. We are seeking a highly organized and tech-savvy Administrative Assistant contractor to support our pets digital media team. This role involves managing schedules, coordinating content production, organizing digital assets, handling basic data entry, and assisting with communication and reporting. The ideal candidate is detail-oriented, proactive, and has a solid understanding of digital media platforms. This is a contract position offering up to 20 hours per week.

Key Responsibilities
  • Provide administrative support to the General Manager and the Aramedia Pets team.
  • Schedule meetings, manage calendars, and coordinate team communications.
  • Organize and maintain digital files, assets, and project tracking systems.
  • Assist in preparing reports, presentations, and digital performance summaries.
  • Coordinate the publishing calendar for content across social media, websites, and email campaigns.
  • Support the team in managing influencer outreach, vendor communications, and content approvals.
  • Assist with social media monitoring and community management as needed.
  • Perform data entry and maintain accurate records of campaigns, analytics, and contacts.
  • Track invoices, budgets, and contracts related to digital media activities.
  • Monitor online orders and submit them to shipping.
Technical Skills
  • Advanced Spreadsheet Functions:
    • Excel and/or Google Sheets Experience (preferably Excel as the foundation).
    • Proficient in creating and managing spreadsheets, including adjusting various elements and applying cell formatting such as SUM, SUBTOTAL, AVERAGE, and COUNT. Skilled in using formatting options like Bold, Italics, and Colors to effectively organize and present data.
    • Demonstrate proficiency in accurately and efficiently inputting both financial and non-financial data specifically within a spreadsheet environment.
    • Skilled at data manipulation, including the ability to efficiently sort, filter, and locate specific information, and presenting it in a clear and logical format.
    • Data import, export, and formatting (validation and protection) for Google Sheets and Excel.
  • Scheduling Software:
    • Experience with tools like Calendly, Zoom or similar for scheduling appointments and meetings.
  • Project Management / Low-Code Tools:
    • Familiarity with PM and Low-Code software tools like Airtable, Smartsheet, Smartsuite, Asana, or similar for task management, and project tracking.
  • Document Management Systems:
    • Experience with organizing and maintaining files in cloud-based systems like Google Drive or Dropbox.
  • Accounting / Financial Knowledge:
    • Experience in recording and organizing financial data
    • Knowledge of debits and credits is essential, as every transaction impacts a minimum of two accounts.
  • CRM (Customer Relationship Management Software):
    • Demonstrated ability to update records with a strong understanding of data integrity and its critical importance.
    • Maintain data accuracy and completeness for customer information, sales figures, and financial records within the CRM.

Communication / Interpersonal Skills

  • Excellent Written and Verbal Communication:
    • Ability to draft professional emails, reports, and other correspondence.
    • Clear and concise verbal communication skills.
  • Customer Service:
    • Ability to handle inquiries and requests from clients or customers in a professional and friendly manner.
  • Time Management and Organization:
    • Ability to prioritize tasks, manage time effectively, and meet deadlines.
  • Problem-Solving:
    • Ability to identify and resolve issues independently.
  • Confidentiality:
    • Understanding of and ability to maintain confidentiality of sensitive information.
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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...