Admin Assistant

About Us:

We’re on a mission to bring the power of modern marketing to B2B technical industries, so they can achieve greater success. For over a decade, we’ve helped B2B marketers in technical, industrial and manufacturing industries accelerate growth through highly effective websites and powerful digital marketing.

About The Opportunity:

This is the role of a nimble, detailed, results-oriented admin assistant who can help support our president and leadership team in making our organization even more successful.

This is a full time remote/WFH position, on a fully virtual team. Contract or alternate hour arrangements will be considered for highly qualified candidates.

About You:

You are smart, strategic, realistic, logical, results- and process-oriented. You live to support the team and keep processes and systems on track, becoming the glue that guides the success of both our clients and Windmill Strategy.

You’re a skilled communicator, excellent with technology, and able to figure things out on the fly, as well as follow a detailed process. You’re a pro at prioritization, are a natural problem solver, and can spot ways to improve existing processes for better efficiency or accountability. A background and/or understanding of professional services for an ad agency, marketing firm or web development company is a bonus.

Most importantly, you want to join a results-oriented team of great people who are passionate about growing our company as a great place to work, and helping our clients succeed.



General Admin: 

  • Perform minor accounting duties, including:
    • Schedule and coordinate monthly billing process, coordinating with our accountant and internal project management staff and leadership for reviews and sign-offs
    • Review and reconcile contractor invoices and with project management 
    • Review and send new project down payment invoices and billing schedules to clients
    • Answer straightforward client invoice questions and escalate to account project management staff and leadership when more detail or discussion is needed
    • Maintain spreadsheets for budgets/staffing as needed
    • Monitor the status of past due invoices, following up directly with clients and escalate to internal account/project management and leadership team as needed
    • Maintain and report on billing metrics
  • Schedule meetings as requested
  • Screen, respond to, and route inquiries that occasionally arrive through our company main phone line and email address
  • Coordinate team software license management and renewals
  • Occasionally coordinate travel, primarily around twice-yearly in-person retreats
  • Occasionally source and reserve meeting and dining venues, and purchase branded apparel, and client & employee gifts
  • Manage virtual mailbox and forward mail bi-monthly
  • Assist the president with other administrative tasks as needed, including occasional email management while out of office 
  • Maintain organization of digital files, updating documents and file structures as needed
  • Support year end initiatives, including updating blackout dates in email campaigns, updating or producing new annual documents and templates, adding events into project management system and calendars.

Sales Admin Support:

  • Screen initial sales inquiries, following up with prospects as needed for additional information
  • For qualified leads, schedule introductory sales calls with the appropriate sales staff
  • Update and maintain CRM data hygiene and sales pipelines
  • Update and maintain library of reusable proposal content in coordination with leadership and sales/account management staff
  • Assist with preparation of sales templates, proposals, and other sales materials based on input from leadership and sales/account staff
  • Assist with new client and project onboarding tasks
  • Assist with client and project offboarding tasks
  • Maintain and report on sales metrics
  • Support annual rate increase functions, including sending notification to clients, and updating our billing systems, project management system, website, sales documents and proposals with new prices

Marketing Admin Support:

  • Update website content and post new content on website, social profiles, and via email newsletter (using WordPress, HubSpot, and sometimes LinkedIn)
  • Assist with updates to the content calendar, adding new content as requested, linking templates and live content upon publication
  • Review website visitors and enroll qualified ICP matches into email campaigns
  • Scheduling and sharing results of yearly client satisfaction surveys
  • Assist with monthly webinars, including webinar scheduling and promotion, event registration, attendance as a panelist, uploading webinar content to our website and YouTube channel, and sending recaps to registrants
  • Post content on our social media channels, monitor accounts for activity and respond as appropriate
  • Occasional research tasks or special projects, i.e. competitor research
  • Maintain and report on marketing metrics
  • Periodically update company directory listings

HR Admin Support: 

  • Manage, post, and publicize job postings on our website, LinkedIn, and via email
  • Perform initial application screening and conduct first round interviews for potential candidates
  • Coordinate the request and receipt of supplemental applicant assessments and disseminate to the hiring team
  • Schedule interviews with hiring teams and leadership
  • Schedule, manage, and execute onboarding and offboarding tasks for employees and contractors
  • Coordinate employee enrollment in medical and dental plans during employee onboarding, offboarding, open enrollment, and other qualifying life events
  • Research potential hires, including social media review and background checks
  • Schedule and share the results of quarterly employee satisfaction surveys with leadership
  • Initiate annual review process in coordination with leadership, setting up 360° review forms for all staff, gathering results, and sharing with leadership

Skills and background:

  • Associate’s or Bachelor’s degree in marketing, business or related field.
  • 2+ years admin assistant with sales and/or marketing assistant experience as a plus.
  • Process-driven and efficient, managing big picture goals with highly accurate details.
  • Effective and professional written and verbal communication skills.
  • High level of attention to detail.
  • Excellent organization skills.
  • Ability to prioritize multiple tasks and activities.
  • Proactive, highly motivated and flexible.
  • Comfortable jumping right in and handling tasks as needed, asking clarifying questions and learning new skills and processes.
  • Ability to work effectively within a team and independently.
  • Able to work efficiently in a Mac environment and easily navigate web-based applications.
  • Fluency in Slack, Google Workspace applications including Gmail, Google Docs, Google Sheets, Google Slides as a user and perform light administration duties.

Apply to be an Admin Assistant
at Windmill Strategy

If you’re interested in joining us, please fill out our job application. Note that we are a fully distributed team, so you can work from anywhere within the United States. US-based applicants only. View all openings.