Outreach Administrative Assistant

About the role

Are you a highly organized administrative professional who loves data integrity, digital marketing workflows, and using modern AI tools to work smarter? We are seeking a proactive, tech‑savvy Outreach Administrative Assistant to keep our departmental operations running like clockwork. You will be the backbone of our outreach ecosystem, managing Airtable databases, Mailchimp campaigns, podcasts and virtual events.

Key responsibilities

• Database & Systems Management – maintain, audit and organize contact leads in Airtable, link client intake forms, insurance details and doctor profiles, and research missing data to ensure 100% database integrity.
• Email Campaign Management – run mass email campaigns via Mailchimp to promote support groups and workshops, customize templates, manage list segmentation and execute test sends for perfect formatting.
• Media & Event Support – track virtual event metrics, create promotional graphics in Canva, and manage podcast publishing workflow on Podbean (scheduling, uploading and drafting descriptions).
• Leadership & AI Optimization – leverage AI tools to eliminate bottlenecks, generate monthly metric reports and step in to manage day‑to‑day operations when the supervisor is away.

Required profile

• Bachelor’s degree preferred or equivalent experience in a fast‑paced administrative/operational role.
• Fluent English (written and spoken) with exceptional reading comprehension.
• Extreme attention to detail, strong analytical and troubleshooting skills, and a growth mindset.
• Professional attitude, proactive communication, multitasking ability and reliability in following through on tasks.

Required skills

• Airtable
• Mailchimp
• Canva
• Podbean
• Gmail
• AI tools

What we offer

• Paid extra hours
• USD competitive payment
• International experience
• 100% remote work
• Full‑time position