Admin Assistant

Location: Gurgaon (India) with UK overlap (3–4 hrs/day)Reports to: Managing Director (primary) + Senior Team (as needed)Type: Full-time

Role Summary

We’re hiring a highly organised, detail-oriented Admin Assistant to support the Managing Director and wider team across admin, light project coordination, CRM updates, and process/SOP documentation. You’ll keep tasks moving in our project management tool, maintain tidy records in our CRM, handle day-to-day admin, and ensure the team stays on track with timely reminders and follow-ups. The role is varied, fast-paced, and ideal for a process-driven generalist.

Responsibilities

Project Coordination & PM Tools

• Update and track tasks, statuses, assignees, and due dates in ClickUp.
• Prepare daily/weekly checklists, stand-up notes, and follow-ups; chase owners on blockers.
• Maintain simple dashboards/calendars and workload views.

CRM & Data Hygiene

• Log activities, notes, and next steps; keep contact/company records accurate.
• Update pipelines, deal stages, and key fields; run periodic data-quality checks.
• Import/export lists, format data, and maintain naming conventions.

Admin & Team Support

• Schedule meetings, manage calendars, coordinate availability, and prep agendas.
• Send internal reminders; track team time entries and collate timesheets.
• Assist with data entry, file organisation, and document formatting.
• Resizing/repurposing videos and assets using simple tools when needed.

SOPs & Process

• Draft, update, and version SOPs and checklists (text + screen recordings).
• Improve clarity of steps, owners, templates, and acceptance criteria.
• Monitor compliance with SOPs; suggest process improvements.

Light Client Liaison (as needed)

• Share updates, schedule meetings, and gather information (not a front-line client role).
• Capture actions from client calls and record them in PM/CRM.

Requirements

Must-haves

• 2–4+ years in an admin/operations/PM-assistant role supporting senior leaders or teams.
• Strong command of project management tools (ClickUp preferred) and CRM (e.g., HubSpot/Pipedrive).
• Excellent English (written and spoken); concise note-taking and clear updates.
• Process mindset: creates/follows SOPs, checklists, and naming conventions.
• High attention to detail; reliable with deadlines and follow-through.
• Comfortable with light content ops (e.g., resizing videos, renaming/exporting assets).

Nice-to-haves

• Google Workspace, Notion, Loom, Slack/WhatsApp; basic spreadsheet formulas.
• Experience in creative/agency environments and time-tracking workflows.
• Basic familiarity with invoicing/admin tools and permissions management.

Tools You’ll Use

• Project management: ClickUp (required)
• CRM: HubSpot or Pipedrive (either is fine)
• Docs & comms: Google Workspace, Slack/WhatsApp, Gmail/Calendar
• SOPs: Notion/Google Docs + Loom screen recordings
• Light media ops: Canva/CapCut (for simple resizing/exports)

Success Metrics (KPIs)

• On-time task completion rate improves; reduced overdue items.
• Data hygiene: PM/CRM records complete and current; low error rate.
• SOP coverage & compliance: critical workflows documented and adopted.
• Meeting readiness: agendas shared in advance; actions captured and assigned.
• Follow-through: reminders sent on time; fewer manual chases by leadership.

Working Arrangement

• Remote from India with consistent UK overlap for stand-ups and reviews.
• Operates “in the background,” partnering closely with the Managing Director and senior team.

How to Apply

Send your CV/LinkedIn and a short note covering:

• PM/CRM tools you’ve used (with examples)
• 2 SOPs/checklists you’ve created (redacted screenshots or descriptions)
• An example of a process you improved and the outcome
• Your availability and preferred start date

Job Type: Full-time

Pay: ₹30,000.00 - ₹40,000.00 per month

Benefits:

• Paid time off

Work Location: In person