Administrative and Operations Assistant

About MF Digital
MF Digital is a specialized digital marketing agency that helps law schools and graduate programs increase enrollment.

We are hiring a highly organized, proactive Administrative Assistant to support our Managing Director and team and help keep projects, communications, meetings, and administrative work organized and moving forward.

This is a hands-on role for someone who is excellent at follow-through. You will work closely with our Operations team, Managing Director, Project Manager, and other team members. You'll use Basecamp, our project management tool, to help document and track work, and you'll gradually take on greater responsibility as you learn the company, our clients, and our processes.

The right person will not simply wait for instructions. We are looking for someone who pays attention, keeps track of details, follows up professionally, and notices when something needs attention.

Key Responsibilities:

Administrative & Project Support
- Provide day-to-day administrative support to the Managing Director and team
- Organize documents, files, information, and internal resources
- Prepare and format reports, presentations, and client-facing materials
- Assist with recurring administrative tasks and special projects
- Keep assigned responsibilities organized and follow through on deadlines
- Coordinate with team members, contractors, and vendors when needed

Meetings & Follow-Up
- Attend selected internal and client meetings during U.S. business hours
- Take clear and accurate meeting notes
- Capture decisions, requests, deadlines, action items, and next steps
- Help ensure meeting follow-ups are documented and completed
- Create, assign, and update relevant tasks in Basecamp
- Follow up with team members on outstanding action items

You will initially work closely with our Operations team to learn how client meetings, project information, and follow-ups are handled at MF Digital.

Managing Director Support
As you become familiar with the company and its projects, an important part of the role will be helping our Managing Director stay organized and focused.

Responsibilities include:
- Reviewing designated projects and compiling items requiring the Managing Director's attention
- Tracking outstanding requests and action items
- Helping identify client communications that are awaiting a response
- Preparing daily or weekly lists of priorities and follow-ups
- Gathering and organizing information needed for decisions
- Coordinating meetings and related follow-up
- Following up with team members on requests and outstanding work
- Helping make sure important commitments and deadlines do not fall through the cracks

Basecamp & Project Coordination
Basecamp is MF Digital's primary project management tool. You will use it regularly as part of your work.

Depending on the project and responsibility, you may:
- Create and assign tasks
- Update task details, deadlines, and next steps
- Document information and decisions from meetings
- Review assigned projects for outstanding items
- Follow up on overdue or incomplete tasks
- Help keep project information accurate and organized
- Coordinate with our Operations team and Project Manager

This position supports our existing project-management and operations structure rather than independently owning it.

Client & Marketing Support
- Help prepare client-facing presentations and other materials
- Support client onboarding and kickoff activities when needed
- Assist with coordination for occasional client video shoots and other special projects
- Help ensure client requests and follow-ups are documented and routed to the appropriate person

Recruiting & Team Support
- Assist with recruiting and applicant-screening administration
- Help organize candidate information and application materials
- Coordinate interviews and candidate follow-ups when needed
- Support administrative aspects of onboarding new contractors and team members
- Maintain recruiting and onboarding documentation as assigned

Events, Vendors & Special Projects
Depending on current company needs, you may also assist our Operations team with:
- Conference and event coordination
- Vendor communication and follow-up
- Client video-shoot coordination
- Troubleshooting and tracking outstanding vendor issues
- Preparing materials for special projects
- Other administrative and coordination needs that arise

Some of these responsibilities are shared with or owned by other team members. Your role will be to provide support and coordination where needed rather than automatically assuming ownership of every function.

What We're Looking For
- At least 3 years of experience in administrative assistance, executive assistance, project coordination, account support, operations support, or a similar role
- Excellent written and spoken English
- Strong organizational skills and attention to detail
- Excellent follow-through
- Ability to manage multiple tasks, projects, and deadlines simultaneously
- Ability to turn meetings and conversations into clear notes and action items
- Confidence communicating professionally with U.S.-based clients and senior team members
- Comfortable following up persistently and professionally when something is outstanding
- Good judgment about when to handle something independently and when to ask questions or escalate an issue
- Ability to learn a company's clients, processes, systems, and ways of working
- Experience with Basecamp or another project-management platform
- Proficiency with Google Workspace and spreadsheet data

Experience with a marketing agency, digital marketing company, professional-services organization, or higher-education organization is a plus, but not required.

The Right Person
You are someone who naturally keeps track of details.

When a meeting ends, you know what was d ---------- , who needs to do what, and what needs to happen next.

When someone says they'll take care of something, you remember to check whether it actually happened.

When information is scattered across conversations, meetings, and projects, you can organize it into something useful.

You are comfortable asking questions when something is unclear and following up when something is overdue. At the same time, you understand that good support requires judgment—not every issue needs to be escalated, and not every responsibility needs to be taken over.

You are dependable, resourceful, professional, and interested in understanding how the business works rather than simply completing a list of assigned tasks.

Please begin your application subject line with the words “MF Admin” so we know you read the complete posting.

Work Schedule
This is a full-time position requiring consistent availability during U.S. Central Time business hours.

Candidates based in the Philippines must be comfortable working an overnight schedule.

How to Apply
Please submit:
- A brief introduction explaining why this role fits your experience
- Your résumé
- Your desired hourly or monthly compensation
- Confirmation that you can consistently work full-time U.S. Central Time hours
- An example of how you have kept a busy executive, team, or complicated project organized
- The project-management and collaboration tools you have used

Please end your application subject line with the words “star” so we know you read the complete posting.