[Remote] Executive Administrative Assistant

Note: The job is a remote job and is open to candidates in USA. Digital Rx Corporation is a boutique digital consulting agency specializing in creative and strategic digital marketing solutions. The Executive Administrative Assistant will support the executive team with various administrative tasks, ensuring efficient operations and communication within the company.

Responsibilities

• Provide high-level administrative support to executives, including calendar management, scheduling meetings, and occasional travel coordination
• Serve as the main point of contact for the executive team, managing inquiries and managing internal and external communications efficiently
• Assist with the planning and coordination of key projects, ensuring deadlines are met and tasks are completed accurately. Track project milestones and provide regular status updates
• Coordinate and facilitate meetings, including preparing agendas, taking meeting minutes, and following up on action items
• Act as a liaison between the executive team and clients, handling inquiries, scheduling meetings, and ensuring smooth communication
• Assist with onboarding new employees, maintaining employee records and employee packages on Basecamp. Oversee all new client onboarding, which includes sending welcome emails and onboarding documents, tracking document completion, notifying management of questions, and completing all forms
• Managing open cases with dealer vendors on the Auto, Marine, and Powersports vertical. Following up on open cases with vendor support, copying communications to Basecamp, providing notes in Basecamp when necessary regarding the status of open cases, and closing cases based on vendor, client, and internal feedback
• Conduct recurring mystery shops for assigned dealer clients on the established cadence — submitting online vehicle inquiries, monitoring and recording dealer responses, and scoring each shop on response time, pricing, and personalization against the Digital Rx rubric. Compile the completed report each week and send it to the dealer with the appropriate store contacts and management copied
• Manage the compliance submission process for our OEM (Original Equipment Manufacturers) Auto/Powersports/Marine clients. Submit claims (via each brand’s portal), monitor, record in Basecamp, and communicate with OEM compliance contacts and internal Digital Rx team members to ensure 100% approval rates for all submitted work. This task is the most critical aspect of this position. All (100%) of dealer assets (graphics, page builds, social posts, etc.) for a website or social use MUST be submitted for compliance to avoid litigation
• Assist management in cleaning up and organizing Basecamp files and cards. Streamline folders, archive old data, and collaborate with senior management

Skills

• Must physically reside in the United States — Digital Rx hires U.S.-based candidates only (non-negotiable)
• 1 - 3+ years of experience as an administrative assistant, executive assistant, or in a related role
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Basecamp
• Excellent verbal and written communication skills
• Strong organizational skills with a high attention to detail and ability to manage multiple priorities
• Ability to work independently, manage sensitive information, and maintain a high level of professionalism
• Experience in project management or coordination is a plus
• Knowledge of digital marketing or experience in a digital consulting or agency environment is advantageous

Company Overview