Outreach Administrative Assistant

Are you a highly organized administrative professional who loves data integrity, digital marketing workflows, and using modern AI tools to work smarter?

We are seeking a proactive, tech-savvy Outreach Administrative Assistant to keep our departmental operations running like clockwork. In this role, you will be the backbone of our outreach ecosystem. From managing robust Airtable databases and executing Mailchimp campaigns to coordinating podcasts and virtual events, you will ensure the systems are seamless and efficient.

This is not just a data entry job—we are looking for a sharp, self-motivated individual with strong leadership potential who can think critically, optimize daily routines, and confidently step in for supervisory duties when needed.

A VOICE NOTE IN ENGLISH WILL BE REQUESTED FOR THE SCREENING PROCESS.

Key Responsibilities:

• 🚀 Database & Systems Management: Maintain, audit, and organize contact leads in Airtable. Link client intake forms, insurance details, and doctor profiles, and research missing data to ensure 100% database integrity.

• 📧 Email Campaign Management: Run mass email campaigns via Mailchimp to promote support groups and workshops. Customize templates, manage list segmentation, and execute test sends for perfect formatting.

• 🎙️ Media & Event Support: Track virtual event metrics, create eye-catching promotional graphics in Canva, and manage our podcast publishing workflow on Podbean (scheduling, uploading, and drafting descriptions).

• 💡 Leadership & AI Optimization: Actively leverage AI tools to eliminate bottlenecks and streamline administrative workflows. Generate monthly metric reports and step up to manage day-to-day operations when the supervisor is away.

Technical Skills:

• Education & Experience: Bachelor’s degree preferred, or equivalent experience in a fast-paced administrative/operational role.

• Tech Stack Mastery: Advanced hands-on proficiency with Airtable, Mailchimp, Canva, Podbean, and Gmail.

• AI Fluent: Enthusiastic about using AI tools to increase efficiency and optimize daily tasks.

• Communication Elite: 10/10 English proficiency (written and spoken) with exceptional reading comprehension and the ability to easily grasp complex directives.

• Core Traits: Extreme attention to detail, strong troubleshooting/analytical skills, and a growth mindset that welcomes constructive feedback.

Soft Skills Required:

• Professionalism: Professional attitude and ethical behavior.

• Communication: Solid written and verbal communication skills.

• Proactiveness.

• Multitasking skills: Comfortable with quickly switching gears and focus, moving from different tasks seamlessly.

• Analytical skills: Ability to use a solid analytical approach to solve complex issues.

• Organization skills and attention to detail: Ability to self-organize given activities and keep a thorough record of tasks, pointers and process updates.

• Risk identification: Ability to identify pain points, bottlenecks, scope creeps and process improvement opportunities.

• Prioritization skills: Ability to identify, establish and assign priorities.

• Compliance: Ability to comply when necessary; following orders or specific instructions if needed.

• Reliability: Ability to follow up and see tasks through to completion by committing to the project they’re involved in.

Benefits:

• Paid extra hours.

• USD competitive payment.

• International experience.

• 100% remote

• Full-time position