Administrative Assistant

Job Description

Position: Administrative Assistant (Full-Time)

Location: Remote (Mexico)

Reports To: Firm Owner / Managing Director

Company Overview

Overhead Solutions Group is a growing accounting and advisory firm that works primarily with nonprofits and mission-driven organizations. We rely heavily on systems, workflows, and timely communication to serve our clients well.

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to take ownership of our internal systems, communications, and operational follow-through. This is a key role that helps ensure nothing falls through the cracks.

Position Summary

The Administrative Assistant is responsible for managing and maintaining the firm's internal systems and daily operations. This includes full ownership of our workflow management system (Canopy), email responsiveness, contractor coordination, and CRM management (ActiveCampaign).

This role requires strong organizational skills, accountability, and the ability to work independently while proactively identifying issues and resolving them.

Key Responsibilities

Workflow & Task Management (Canopy)

• Fully manage and maintain Canopy as the firm's primary workflow and task management system

• Update, assign, and adjust tasks as needed to reflect current priorities and deadlines

• Ensure all tasks are accurate, current, and properly organized

• Conduct weekly minimum reviews of Canopy to ensure:

o No overdue or forgotten tasks

o Deadlines are realistic and updated

o Tasks are actively moving forward

• Proactively flag overdue or at-risk items and follow up as needed

Email & Communication Management

• Monitor the company email inbox daily

• Ensure no email goes more than 24 hours without a response

• Draft responses when appropriate and escalate messages requiring leadership input

• Organize and manage the inbox to maintain clarity and efficiency

• Support follow-up on phone calls and communications as needed

Contractor & Vendor Management

• Manage relationships with outsourced contractors, including:

o IT service providers

o Human Resources vendors

• Serve as the primary point of contact for contractors

• Ensure contractors:

o Complete assigned work

o Meet deadlines

o Communicate clearly and consistently

• Follow up on outstanding items and escalate concerns when expectations are not met

CRM Management (ActiveCampaign)

• Maintain and manage ActiveCampaign as the firm's CRM

• Ensure contacts are added accurately and in a timely manner

• Maintain clean lists, tags, and records

• Build and manage automations and workflows for:

o Potential clients

o Current clients

o Follow-ups and status tracking

• Ensure the CRM supports business development and client communication effectively

Required Skills & Qualifications

• Previous experience in an administrative, operations, or support role

• Strong organizational and time management skills

• Comfort working with multiple systems and tools

• Experience managing email inboxes and follow-ups

• Experience with CRM systems (ActiveCampaign preferred)

• Strong written communication skills

• High attention to detail and accountability

• Ability to work independently and proactively

Day Success Plan

First 30 Days: System Mastery & Foundation

By the end of the first 30 days, success looks like:

• Full working knowledge of Canopy

• Ability to use Canopy confidently without supervision

• Review, clean up, and organize all existing tasks

• All available Canopy automations set up and actively used

• Weekly task review process established and consistently followed

Outcome: Canopy is fully understood and actively managed, not just monitored.

First 60 Days: CRM & Workflow Optimization

By the end of 60 days, success looks like:

• Full understanding and ownership of ActiveCampaign

• CRM is clean, accurate, and fully organized

• Automations, workflows, and follow-ups built and functioning for:

o Potential clients

o Current clients

• Ability to manage the CRM independently and confidently

Outcome: ActiveCampaign functions as a reliable system that supports leads and clients without gaps.

First 90 Days: Full Role Ownership

By the end of 90 days, success looks like:

• Full understanding of the Administrative Assistant role and responsibilities

• Independent management of:

o Canopy

o ActiveCampaign

o Email responsiveness (24-hour standard)

o Phone and communication follow-ups

• Ability to anticipate needs, identify issues, and proactively solve problems

• Minimal oversight required

Outcome: The Administrative Assistant operates as a trusted, independent extension of leadership.

Employment Details

• Employment Type: Full-Time

• Location: Remote (Mexico)

• Schedule: Monday–Friday

Salary: 1,000 USD a month.