Administrative and Graphic Design Assistant | ZR_25870_JOB

This is a remote position.

Role Name: Administrative Assistant with Graphic Design Support

Schedule:

• 20 hours per week (4 hours daily, Monday-Friday)
  

• Mon–Fri, 8:30 AM–12:30 PM EST
  
• 
  

Client Timezone:

This is an exciting opportunity to become the first virtual assistant for a thriving custom signage business, where you'll play a pivotal role in optimizing their project management processes while contributing your creative skills to their visual projects. You'll be working directly with the business owner to manage critical administrative functions using their established sign tracker system, ensuring projects stay on schedule and team members remain accountable. Additionally, you'll have the chance to flex your creative muscles by providing graphic design support using Adobe Illustrator, helping bring custom signage concepts to life. This role offers the perfect blend of organizational responsibility and creative input, allowing you to grow alongside a successful business while developing both your administrative and design capabilities.

Email & Task Management

• Monitor a shared inbox
  

• Draft professional emails and internal replies
  

• Flag or forward important emails to team members
  

• Enter new tasks into SignTracker (our project management system)
  

• Assign tasks to the appropriate team members and set deadlines
  

• Follow up on overdue or incomplete tasks
  

Project Setup & Client Intake

• Enter new job info into SignTracker
  

• Create client folders
  

• Upload logos, photos, and reference files
  

• Track scope of work and assign site visits as needed
  

Team Coordination

• Monitor Slack channels for updates (photos, notes, measurements)
  

• Upload those updates into the correct job file in SignTracker
  

• Keep the team aware of due dates and project milestones Digital Organization
  

• Help maintain clean, organized file structures on iCloud and Google Drive
  

• Rename, move, or label project files correctly
  

• Maintain templates and internal checklists
  

Requirements

A Good Fit will be:

• Are highly organized and detail-oriented
  

• Communicate clearly and confidently in English (written and verbal)
  

• Have experience with project management tools or CRMs
  

• Can work during EST daytime hours (at least partially)
  

• Are comfortable giving reminders and checking in with others
  

• Like working in a support role where you keep the team moving forward
  

 Required Tools & Skills

• Familiarity with Gmail, Slack, Google Drive
  

• Strong written communication skills
  

• Reliable internet connection
  

• Previous experience as a VA, admin, project coordinator, or task manager (preferred)
  

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job