Administrative Assistant (Part-Time, Contract)
Support a creative studio working at the intersection of storytelling, technology, and strategy.
Poley Creative is looking for a detail-oriented, tech-savvy, and proactive Administrative Assistant to support the daily operations of our nimble, creative team. This is a part-time contract position—ideal for someone who thrives on organization, can juggle multiple responsibilities, and brings curiosity, initiative, and structure to a fast-moving environment.
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What You’ll Do:
- You’ll be the behind-the-scenes force keeping our projects and people moving forward. This is a cross-functional role that supports operations, project coordination, sales, and marketing—helping us stay focused, efficient, and clear-headed as we create high-quality content for our clients.
- Track team hours per project for billing and reporting
- Maintain and update budgets, cost breakdowns, and invoice tracking
- Assist with writing proposals, scopes of work, and cost estimates
- Draft follow-ups and summaries based on meeting notes
- Manage task tracking and internal communication in Asana
- Schedule internal and client meetings, prepare agendas, and track follow-ups
- Prepare reports and documentation for client updates
- Keep production calendars, budgets, and internal files organized (Google Drive, Notion)
- Coordinate with freelancers and vendors on scheduling and payments
- Manage inventory (gear, subscriptions, shared tools)
- Assist with light research, sourcing, and operational tasks as needed
- Support our marketing efforts (newsletters, CRM updates, light content coordination)
- Help maintain smooth internal systems and anticipate logistical or communication gaps
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You’ll Excel in This Role If You:
- Are highly organized, resourceful, and a great written communicator
- Have a systems mindset and love bringing order to ambiguity
- Anticipate needs before they’re asked and enjoy solving problems proactively
- Are comfortable with shifting priorities and working in a creative, evolving environment
- Ask smart, thoughtful questions and aren’t afraid to clarify missing info
- Can support multiple people and projects at once without losing your cool
- Embrace technology, automation, and AI tools (comfortable using tools like Claude and ChatGPT)
- Enjoy working behind the scenes to make the whole team look good
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Required Qualifications:
- 2+ years of experience in administrative, operations, or coordination roles
- Strong communication and writing skills (you’ll write emails, proposals, and internal summaries)
- Experience with tools like Google Workspace, Asana, Notion, and spreadsheets
- Familiarity with expense tracking, budgeting, or cost documentation
- Ability to interpret a client brief and help shape clear deliverables and proposals
- Self-motivated and comfortable managing your own time and priorities
- Experience working in or around creative studios or agencies is a big plus
- Bonus: exposure to project management, production, or marketing workflows
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Role Details: **Part-time contract** (20 hours/week to start)
Ideal start date: Jul 7, 2025
- Flexible hours, remote-friendly
- Based in U.S. preferred, but open to the right international candidate
- Preference for candidates in Portland, Oregon or surrounding areas for ease of collaboration
- Pay range: $25/hour, depending on experience
- Benefits: paid access to any necessary software licenses (Google workspaces, Claude/ChatGPT, Asana, Notion, etc.)
- Room to grow into additional operations, sales, or account support responsibilities
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Test Assignment - Final candidates will be invited to complete a short paid assignment: you’ll receive a partial client brief and be asked to draft a basic proposal, identify missing information, and write a follow-up email. We’re looking for how you think, write, and organize—not just formatting skills.
About Poley Creative:
We’re a small, nimble studio that helps tech-forward brands make smart, story-driven content. We partner with companies like Circle and Twilio to develop, script, and produce video and educational media that connects. We believe in clarity, creativity, and showing up for each other.