Job Description
As the Senior Administration Assistant and Team Leader at Marlins Swim School, you will serve as the primary leader for our front-facing team and the first point of contact for our clients, visitors, and employees. This role is critical in creating a positive and lasting first impression while ensuring the operational success of the department.
You will be responsible for leading and managing a team of 4–5 staff members, ensuring that the office runs effectively and efficiently. This position requires a “hands-on” leader who can provide crucial administrative support while overseeing the overall effectiveness of the business. You will manage many different aspects of the business, requiring a high level of multitasking and the ability to handle a diverse range of responsibilities.
Job Title
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Senior Administration Assistant and Team Leader
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Proven Leadership Experience: Must have experience leading teams larger than 4 people.
- Exceptional English Skills: Mastery of English communication (both Verbal & Written) is essential for phone management and professional correspondence.
- Excellent interpersonal and communication skills.
- Professional appearance and demeanor.
- Strong organisational and time management abilities.
- Basic computer skills, including proficiency with Google Docs and Apple Mac.
- Eagerness to learn and a proactive, “can-do” attitude.
- Ability to handle sensitive information with discretion.
- Friendly and welcoming personality.
- Virtual Assistant experience is a plus.
- Able to take the initiative and act as a fast learner.
Job Responsibilities
- Team Leadership: Lead, mentor, and manage a team of 4–5 staff members to ensure high performance and service standards.
- Phone Operations: Answer and direct phone calls to the appropriate personnel; handle complex phone enquiries and ensure all customer queries are actioned.
- File Storage and Organisation: Oversee Dropbox / G Suite / Google Drive organisation.
- Data & Documentation: Data entry in Google Docs/Microsoft Office; create and manage spreadsheets/Excel; prepare Powerpoint/Keynote presentations.
- Process Management: Use 1Brain for documentation of internal processes and create flowcharts for systems.
- Office Coordination: Assist with scheduling appointments, managing calendars, and coordinating meetings for the CEO and the team.
- Administrative & Content Tasks: Manage video/audio transcription, report creation, and blog publishing (uploading content).
- Project Management & Training: Prepare training materials and oversee the professional development of the team.
- Online Research: Conduct data mining and lead generation.
- Email & Schedule Management: Handle high-level email filtering, CRM/Database management, and appointment setting.
- Safety and Security: Monitor security access and follow safety protocols.
- Ad hoc Support: Provide versatile support to various departments and handle personal errands as requested (e.g., purchasing gifts online).
Good luck and God Bless!