Administrative Assistant

Job Title: Administrative Assistant

Company Description:

Adixion Media is the parent company behind Modern American Advisor, a premium media and growth platform for US financial advisors, and Clifton Bridge Group, a professional-services and recruitment business.

We work with senior leaders, advisory firms, media partners, and professional-services clients in the US and UK. The business is growing quickly, with a small international team, and we need a dependable, practical person who can help keep the day-to-day business organized and moving.

Role Description:

We are looking for a highly organized, proactive Administrative Assistant to work directly with the CEO and support the wider team.

The main purpose of the role is to make sure things get done. You will manage the CEO’s diary and to-do list, arrange meetings, chase actions, coordinate people and suppliers, and make sure important tasks do not disappear or get delayed.

A key part of the role is helping fill the CEO’s diary with useful client, partner, and prospect meetings. This will be done primarily through professional phone calls and email follow-up. LinkedIn can be used where helpful, but it is not the main focus of the role.

You will also help make sure HubSpot is properly maintained, contacts and opportunities are up to date, follow-ups are recorded, and the team has a clear view of what is happening.

Key Responsibilities:

• Managing the CEO’s calendar, arranging meetings, and making sure diary commitments are followed up.
• Working through the CEO’s task list daily, chasing actions, and ensuring priorities are completed.
• Calling and emailing prospective clients, partners, and existing contacts to arrange appointments and follow up conversations.
• Maintaining HubSpot accurately, including contact records, meeting notes, tasks, opportunities, and next actions.
• Coordinating across marketing, sales, editorial, finance, and external suppliers.
• Preparing and formatting emails, Word documents, simple proposals, reports, and spreadsheets.
• Managing digital files, contact lists, and business records.
• Answering and directing phone calls and emails professionally.
• Assisting with invoices, administration, and general business coordination.
• Supporting website, social-media, and campaign administration when required.
• Flagging problems early, chasing answers, and helping improve processes across the business.

Qualifications:

• Previous administrative, office-support, customer-service, sales-support, or coordination experience.
• Comfortable speaking professionally on the phone and confident making calls.
• Strong written English and professional email communication.
• Highly organized, reliable, and good at following through.
• Comfortable managing multiple tasks and working independently.
• Experience using Outlook, Word, Excel, and online business tools.
• Experience with HubSpot or another CRM system is helpful, but training can be provided.
• Comfortable learning new systems, including ChatGPT, project-management tools, and basic website or social-media platforms.
• Miami-based applicants are preferred, ideally with availability in Brickell when needed.

Hiring Process:

Applicants should submit a CV and a short note explaining their experience with administration, calendar management, phone-based appointment setting, email follow-up, and CRM systems. Shortlisted applicants will be invited to an initial video interview.

Applicant Privacy:

Applicant information will be used only for recruitment purposes and will be handled confidentially.