Job description

About Verbatim

Verbatim is a boutique influencer marketing agency specializing in scalable, strategy-driven influencer programs for B2B SaaS and D2C brands. We prioritize building strong systems, transparent processes, and fostering a culture that supports mental well-being, avoiding burnout.

Role Overview

This entry-level position supports Verbatim's internal operational functions, including contracts, invoicing, onboarding, and system management. Your key focus will be ensuring no details are overlooked, such as following up on signatures, tracking invoices, setting up new hires, and maintaining organized drives and databases. The work impacts all areas of agency operations.

This is a part-time contract role initially (20-25 hours weekly), potentially expanding to full-time within three months. The role reports to the Operations Manager and requires availability during US Eastern Time hours.

Primary Responsibilities

Coordinate and track creator and speaker contracts, ensuring signatures are completed and documents are well organized
Assist with client invoicing by preparing invoices, monitoring payments, and updating invoice trackers
Maintain cleanliness and organization of shared drives, Notion databases, and contract repositories, including proper naming and archiving
Handle onboarding and offboarding processes for new hires and contractors, such as account setup, access management, welcome kits, and first-week scheduling
Schedule internal meetings, take notes during check-ins, and manage links for team syncs
Monitor recurring tool and subscription renewals
Manage Slack workspace hygiene by archiving inactive channels, updating pinned resources, and adjusting access as team members join or leave
Compile recurring internal reports like sprint statuses and access lists from existing data trackers
Perform light research and logistics, including vendor comparisons, quote collections, and call scheduling

Growth and Development

This position offers a clear growth trajectory, starting with full ownership of the operational tasks listed above. Depending on personal strengths and goals, the role may evolve toward Creator Partnerships, Operations, or Executive Assistance, with documented advancement paths.

Candidate Profile

Exceptional attention to detail
Dependable with strong follow-through
Maintains confidentiality of contract terms, payment information, and personal data
Proactive attitude—raises concerns or ideas without prompting
Proficient with Notion or quick to learn the platform
Strong written English skills for internal communication
Available to work during US Eastern Time hours

Benefits

Opportunity to observe and learn how a growing marketing agency operates
Hands-on mentorship from experienced team members
Access to documented career growth plans

Technology Stack

Notion
Slack
Google Workspace
QuickBooks
Docusign

Team Structure

The Verbatim team currently consists of eight members, including the Founder & CEO, Operations Manager, Account Managers, Creator Partnerships Managers, Content & Partnerships Coordinator, and Executive Assistant. You will primarily collaborate with the Operations Manager, Executive Assistant, and Account Managers.

Work Environment

Remote, international, and asynchronous collaboration
Culture emphasizing quality with open and constructive feedback
A supportive and friendly team atmosphere

Administrative Assistant