Overview
Administrative Assistant Jobs in United States at The Systems Boss
Title: Administrative Assistant
Company: The Systems Boss
Location: United States
This role is NOT for someone who just started in admin.
This also isn’t for you if you don’t have an eye for detail, tracking data & ensuring everything is done on time and accurately.
BUT, if you enjoy taking on administrative tasks, creating spreadsheets, ensuring accuracy & running payroll to help a business grow…
then this might be the place for you.
Who are we?
Real Magic LLC is the global leader in Educationment; bridging entertainment and personal development, through unique and interactive Real Magic LIVE events in stadiums and arenas around the world; Inspiring and empowering participants to lead healthier, richer and more fulfilling lives.
Along with live events, we offer transformational programs to help people achieve their goals & lead the life they always dreamed of.
In this role you’ll be helping with running payroll, tracking commission, assisting with collections and taking on administrative tasks to help the business run smoothly.
Please note, this is a 1099 part-time contractor role.
Key Responsibilities:
Bills:
Pay bills for the company and ensure we are within budget
Provide invoices & financial documentation as needed to the CFO to ensure reports can be run correctly
Payroll Management:
Process payroll accurately and on time, ensuring compliance with all applicable regulations
Address payroll-related inquiries and resolve any discrepancies.
Tracking Team Commissions
Working with the COO and CFO to create a streamlined process for tracking sales commissions, to ensure accuracy
Sending monthly sales, marketing & fulfillment commission reports to the CEO, CFO & sales team
Paying out commissions once approved
Collections:
Receive and process payments from clients on time
Follow up on any failed payments same day & ensure collection within a timely manner
Administrative Tasks:
Confirm all upcoming program calls in respective communities in GHL & via email
Post call replays to each community
Assist in any challenge Emails and Preparation as necessary
Add newsletter copy to template and schedule to send on first of the month
Assist in Customer Support requests as necessary
Check Asana and Slack for tasks and messages
Complete tasks as assigned
Scheduling social media content
Calendar Management & Scheduling:
Manage the CEO’s calendar & scheduling
Organizing events & liaising with venues to schedule events & get the best price
Results
Process payroll on the 1st & 15th of every month
Have sales, marketing & fulfillment commissions reports sent out on the 1st of each month and confirmed asap so commissions can be sent to the sales team by the 5th of each month (Sales, STRM, Journal, Contractor Invoices)
Take action on failed payments & collections within 1 hour of receiving during business hours, or first thing the following business day (for collections that come in outside business hours)
Set up bill pay through Wells Fargo Advantage CEO Portal (digital key will be provided)
Post Program recap call recordings within 24 hours of calls
Send newsletter on 1st of each month
Qualifications:
3 year minimum proven experience as an administrative assistant
Preferred EST timezone
Experience running payroll & tracking commissions for team members
Proficiency in QBO and Microsoft Office Suite (Excel, Word, etc.).
Experience in Go High Level preferred, but not required
Excellent organizational and time-management skills.
Ability to work independently
Strong attention to detail and accuracy.
