Overview
Executive Administrative Assistant Jobs in United States at Digital Rx Corporation
Title: Executive Administrative Assistant
Company: Digital Rx Corporation
Location: United States
U.S. APPLICANTS ONLY: Digital Rx hires only candidates who physically reside in the United States. Applicants located outside the U.S. will not be considered for this position.
Company Overview:
Digital Rx is a boutique digital consulting agency specializing in creative and strategic digital marketing solutions tailored for the automotive, marine, powersports, and other non-motorized industries. Known for our innovative approaches and budget-conscious strategies, we help our clients maximize ROI and optimize their digital marketing efforts in a competitive landscape. Our team values a collaborative, forward-thinking work environment where every voice is valued, and every team member is encouraged to contribute innovative ideas.
Position Summary:
The Executive Administrative Assistant will support our executive team in the daily operations of Digital Rx. This person will be a dependable, detail-oriented professional who can manage a range of administrative tasks, enabling our leaders to focus on strategic priorities. This role requires exceptional organizational skills, effective communication abilities, and a proactive mindset. Please note that Digital Rx hires only U.S.-based candidates; you must physically reside in the United States to be eligible for this role.
Key Responsibilities:
• Executive Support: Provide high-level administrative support to executives, including calendar management, scheduling meetings, and occasional travel coordination.
• Communication Management: Serve as the main point of contact for the executive team, managing inquiries and managing internal and external communications efficiently.
• Project Coordination: 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.
• Meeting Management: Coordinate and facilitate meetings, including preparing agendas, taking meeting minutes, and following up on action items.
• Client Support: Act as a liaison between the executive team and clients, handling inquiries, scheduling meetings, and ensuring smooth communication.
• Employee & Dealer Onboarding: 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.
Major Area of Responsibilities:
• Dealer Case Management: 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.
• Mystery Shops: 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.
• Compliance Submissions: 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.
• Maintenance and organization of Basecamp files: Assist management in cleaning up and organizing Basecamp files and cards. Streamline folders, archive old data, and collaborate with senior management.
Qualifications:
• 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.
Compensation Range: $20.00 – $25.00 per hour.
Reminder:
This position is open to U.S. residents only. Digital Rx hires exclusively within the United States, and candidates must physically reside in the USA.
