Job Description
About Nexvel Solutions - Administrative Assistant
Nexvel Solutions is a growing digital marketing agency serving businesses across home services, healthcare, and professional industries. We specialize in SEO, paid advertising, web development, and digital strategy.
We're hiring a part-time, in-office Administrative Assistant to work directly with agency leadership (primarily one of the partners) and help keep our client operations organized, responsive, and moving forward.
Above all, we're looking for someone who is exceptionally organized, genuinely warm and personable, and eager to learn. This is not a traditional \"admin\" role. You'll be drafting client-facing emails, reviewing deliverables before they ship, coordinating photoshoots, and keeping projects moving in Monday.com. Deadlines matter, communication matters, and follow-through matters. If you've worked in a marketing agency or client-services environment, this role will feel like home.
This is an in-office position based in Elkins Park, PA. We're collaborative by nature and believe the best work happens when we can connect face-to-face. If you're looking to grow in a supportive environment where your work directly impacts real businesses, we'd love to meet you.
Who This Role Is Perfect For
This role is a great fit for someone who:
- Is exceptionally organized — the kind of person who color codes their calendar and never lets a task slip
- Has a warm, personable, client-friendly demeanor — people enjoy working with you
- Is genuinely curious and comfortable learning new tools, systems, and workflows quickly
- Has worked in a marketing agency or fast-paced client-services role
- Loves staying organized and managing moving pieces
- Communicates clearly and professionally over email
- Enjoys following up and keeping tasks from falling through the cracks
- Takes pride in delivering polished work and catching details before clients do
This Role Is NOT For
- Someone looking for a slow‑paced front desk/admin job
- Anyone uncomfortable with deadlines, follow-ups, or accountability
- Candidates who prefer to work independently with minimal communication
Key Responsibilities - Administrative Assistant
Scheduling, Communication & Meeting Support
- Schedule internal meetings, client meetings, and project calls
- Draft, edit, and send professional client-facing emails
- Follow up with clients to collect approvals, assets, and responses
- Assist leadership with daily administrative tasks and organization
- Attend internal and client meetings to take notes, document action items, and ensure follow-ups are assigned and completed
- Send post‑meeting recap emails summarizing next steps, responsibilities, and deadlines when needed
Task & Project Coordination (Monday.com)
- Manage tasks and workflows in Monday.com
- Ensure deadlines are tracked and deliverables are progressing
- Communicate with internal team members and contractors to keep projects moving
- Help organize and document project details and next steps
Photoshoot & Vendor Coordination
- Coordinate logistics for photoshoots and content production
- Communicate with photographers/videographers and internal staff
- Ensure timelines, details, and deliverables are clearly communicated
Quality Assurance (QA)
- Review deliverables before they go to clients
- Catch missing details, errors, formatting issues, or inconsistencies
- Ensure work is professional, accurate, and ready for client delivery
Client Onboarding Support
- Coordinate new client onboarding — gather access credentials and set up internal accounts and tools
- Organize client documentation, brand assets, and account information in our systems
- Partner with leadership to ensure new clients feel supported and set up for success from day one
Required Qualifications - Administrative Assistant
- Exceptional organization and attention to detail — this is the #1 requirement
- Positive, personable, and professional — you'll represent Nexvel in client communication
- Comfortable and eager to learn new tools, systems, and workflows
- Strong organization and attention to detail
- Strong written communication skills (email drafting is a big part of the job)
- Experience with Google Workspace (Gmail, Docs, Sheets, Calendar)
- Comfortable following up and keeping projects moving
- Able to manage multiple tasks and shifting priorities
- Reliable, professional, and accountable
Strongly Preferred Qualifications
- Experience working at a marketing agency or in a fast-paced client-services environment
- Experience using Monday.com or other project management software
- Experience coordinating vendors, contractors, or production schedules
What Success Looks Like in This Role
- Leadership is no longer chasing tasks, updates, and follow-ups
- Clients feel communicated with and supported
- Projects stay organized and move forward consistently
- Deliverables go out accurate, polished, and on time
- Monday.com stays clean, updated, and reliable
Why Join Nexvel?
- Work directly with leadership inside a growing agency
- High exposure to marketing agency operations and client work
- Opportunity to grow into operations, project coordination, or account support
- Collaborative in-office environment where your work has real impact
Benefits / Perks
- Flexible part-time schedule (25-30 hours per week)
- In-office role with a collaborative, team-based environment
- Direct exposure to real marketing agency operations and client work
- Opportunity to grow into a larger role as the agency expands
- Direct access to leadership and decision-making
- Training provided on internal systems and workflows (Monday.com, Hubstaff, etc.)
Compensation
$25 - $30/hour. This is not a salaried position but has potential to be full-time.
(Top of range available for strong marketing agency or client‑services experience.)
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Job Tags
Full time, Part time, For contractors, Work at office, Flexible hours, Shift work