Administrative Assistant - Marketing Agency / Client Support (Part-Time, On-site

About Nexvel Solutions - Administrative Assistant

Nexvel Solutions is a growing digital marketing agency serving businesses across home services, healthcare, and professional industries. We specialize in SEO, paid advertising, web development, and digital strategy.

We’re hiring a part-time, in-office Administrative Assistant to work directly with agency leadership (primarily one of the partners) and help keep our client operations organized, responsive, and moving forward.

This is not a traditional “admin” role. This is a high-impact support position inside a fast-paced marketing agency where deadlines matter, communication matters, and follow-through matters. If you’ve worked in a marketing agency or client-services environment before, you'll feel like this is the role for you.

This is an in-office position based in Elkins Park, PA. We’re collaborative by nature and believe the best work happens when we can connect face-to-face. If you're looking to grow in a supportive environment where your work directly impacts real businesses, we’d love to meet you.

Who This Role Is Perfect For

This role is a great fit for someone who:

• Has worked in a marketing agency or fast-paced client-services role
• Loves staying organized and managing moving pieces
• Communicates clearly and professionally over email
• Enjoys following up and keeping tasks from falling through the cracks
• Takes pride in delivering polished work and catching details before clients do

This Role Is NOT For

• Someone looking for a slow-paced front desk/admin job
• Anyone uncomfortable with deadlines, follow-ups, or accountability
• Candidates who prefer to work independently with minimal communication

Key Responsibilities - Administrative Assistant

Scheduling, Communication & Meeting Support

• Schedule internal meetings, client meetings, and project calls
• Draft, edit, and send professional client-facing emails
• Follow up with clients to collect approvals, assets, and responses
• Assist leadership with daily administrative tasks and organization
• Attend internal and client meetings to take notes, document action items, and ensure follow-ups are assigned and completed
• Send post-meeting recap emails summarizing next steps, responsibilities, and deadlines when needed

Task & Project Coordination (Monday.com)

• Manage tasks and workflows in Monday.com
• Ensure deadlines are tracked and deliverables are progressing
• Communicate with internal team members and contractors to keep projects moving
• Help organize and document project details and next steps

Photoshoot & Vendor Coordination

• Coordinate logistics for photoshoots and content production
• Communicate with photographers/videographers and internal staff
• Ensure timelines, details, and deliverables are clearly communicated

Quality Assurance (QA)

• Review deliverables before they go to clients
• Catch missing details, errors, formatting issues, or inconsistencies
• Ensure work is professional, accurate, and ready for client delivery

Onboarding Support

• Assist with onboarding new clients (accounts, tools, documentation)
• Help ensure new clients are set up for success quickly

Requirements

Required Qualifications - Administrative Assistant

• Strong organization and attention to detail
• Strong written communication skills (email drafting is a big part of the job)
• Experience with Google Workspace (Gmail, Docs, Sheets, Calendar)
• Comfortable following up and keeping projects moving
• Able to manage multiple tasks and shifting priorities
• Reliable, professional, and accountable

Strongly Preferred Qualifications

• Experience working at a marketing agency or in a fast-paced client-services environment
• Experience using Monday.com or other project management software
• Experience coordinating vendors, contractors, or production schedules

What Success Looks Like in This Role

• Leadership is no longer chasing tasks, updates, and follow-ups
• Clients feel communicated with and supported
• Projects stay organized and move forward consistently
• Deliverables go out accurate, polished, and on time
• Monday.com stays clean, updated, and reliable