Administrative Assistant - Marketing Agency (Part-Time, Elkins Park)

About Nexvel Solutions

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 and help keep our client operations organized, responsive, and moving forward.

Who This Role Is Perfect For

• Is exceptionally organized — the kind of person who color codes their calendar and never lets a task slip
• Has a warm, personable, client-friendly demeanor — people enjoy working with you
• Is genuinely curious and comfortable learning new tools, systems, and workflows quickly
• 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

Key Responsibilities

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

Client Onboarding Support

• Coordinate new client onboarding — gather access credentials and set up internal accounts and tools
• Organize client documentation, brand assets, and account information in our systems
• Partner with leadership to ensure new clients feel supported and set up for success from day one

Requirements

Required Qualifications

• Exceptional organization and attention to detail — this is the #1 requirement
• Positive, personable, and professional — you'll represent Nexvel in client communication
• Comfortable and eager to learn new tools, systems, and workflows
• 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

Benefits / Perks

• Flexible part-time schedule (25-30 hours per week)
• In-office role with a collaborative, team-based environment
• Direct exposure to real marketing agency operations and client work
• Opportunity to grow into a larger role as the agency expands
• Direct access to leadership and decision-making
• Training provided on internal systems and workflows (Monday.com, Hubstaff, etc.)

Compensation

$25 - $30/hour. This is not a salaried position but has potential to be full-time. (Top of range available for strong marketing agency or client-services experience.)