Administrative Assistant

Paloma & Fig LLC
Location: Macon, Georgia / Hybrid or Remote
Position Type: Part-Time or Contract, with potential for growth

About Paloma & Fig

Paloma & Fig is a Catholic creative communications, marketing, and public relations agency rooted in beauty, truth, and goodness. We serve Catholic organizations, schools, nonprofits, ministries, authors, publishers, and mission-driven brands through strategic storytelling, public relations, social media, design, branding, podcast support, and communications strategy.

Our work is highly relational, detail-oriented, and mission-first. As our agency continues to grow, we are seeking an Administrative Assistant to provide dependable organizational and operational support to our Executive Assistant and leadership team.

We are looking for someone who values excellent communication, thoughtful service, organization, and the opportunity to support the Church through meaningful behind-the-scenes work.

Position Overview

The Administrative Assistant will work closely with our Executive Assistant to support the daily administrative and organizational needs of Paloma & Fig.

This role will focus on scheduling, correspondence, document preparation, meeting coordination, digital organization, and administrative follow-through.

The ideal candidate is highly organized, dependable, discreet, and comfortable managing multiple priorities in a growing creative agency. This individual should enjoy working behind the scenes, anticipating needs, and helping ensure that administrative responsibilities are completed with accuracy, professionalism, and care.

The Administrative Assistant will collaborate primarily with the Executive Assistant while providing additional support to agency leadership and team members as needed.

Key Responsibilities

Executive & Administrative Support

• Provide administrative support to the Executive Assistant with daily agency operations and special projects.

• Assist with calendar management, appointment scheduling, meeting coordination, and reminders.

• Draft, format, proofread, and organize correspondence, documents, reports, and presentations.

• Prepare meeting agendas, materials, notes, and follow-up information.

• Assist with travel arrangements, itineraries, reservations, and related logistics as needed.

• Maintain organized contact lists, administrative records, and shared digital files.

• Track pending requests, assignments, and important deadlines.

• Assist with additional administrative responsibilities as needed.

Agency Operations & Team Coordination

• Assist with maintaining organized administrative workflows and internal processes.

• Update project management systems such as Monday.com, Trello, and shared task trackers.

• Coordinate with team members to gather information, documents, and project updates.

• Help organize onboarding materials, internal forms, templates, and operational resources.

• Maintain shared folders, standard operating procedures, and administrative documentation.

• Support the coordination of agency meetings, workshops, events, and special initiatives.

• Proactively identify missing information, upcoming deadlines, and items requiring attention.

Communication & Correspondence

• Draft professional emails, meeting confirmations, reminders, and follow-up correspondence.

• Help organize incoming administrative requests and direct information to appropriate team members.

• Maintain warm, professional, and responsive communication with internal team members and external partners.

• Ensure written materials reflect Paloma & Fig's mission, professionalism, and commitment to excellence.

• Handle confidential business, team, and client information with discretion and sound judgment.

Organizational & Project Support

• Prepare administrative materials for client onboarding, discovery calls, and meetings.

• Assist with compiling information for proposals, presentations, and internal reports.

• Organize project documentation, meeting notes, and follow-up assignments.

• Support basic research, data entry, and administrative tracking.

• Assist the Executive Assistant in maintaining consistent and efficient organizational processes.

Qualifications

• Prior experience in administrative assistance, executive support, office administration, operations, or a related field.

• Excellent organizational and time-management skills.

• Strong written and verbal communication abilities.

• Exceptional attention to detail, accuracy, and proofreading.

• Ability to manage multiple responsibilities, deadlines, and shifting priorities.

• Proficiency with Google Workspace, including Gmail, Google Calendar, Docs, Sheets, and Drive.

• Familiarity with project management and communication platforms such as Monday.com, Trello, Slack, or similar tools.

• Ability to work independently while maintaining strong collaboration and communication.

• Professional judgment and discretion when handling confidential information.

• Dependable, proactive, and committed to following through on responsibilities.

• Willingness to learn new systems and adapt to the needs of a growing organization.

Preferred Qualifications

• Experience supporting an Executive Assistant, executive, founder, or leadership team.

• Experience working in a small business, creative agency, nonprofit, ministry, or mission-driven organization.

• Familiarity with Catholic organizations, schools, apostolates, or Church-related initiatives.

• Experience coordinating calendars, meetings, events, and travel arrangements.

• Experience organizing digital workspaces, administrative systems, and internal documentation.

• Familiarity with client onboarding, proposals, and general business operations.

• Experience working with remote teams or multiple projects simultaneously.

Ideal Candidate

You may be a strong fit for this role if you are someone who finds satisfaction in helping others stay organized, prepared, and focused.

You enjoy working behind the scenes, managing details, and ensuring that nothing important falls through the cracks. You recognize that even the smallest administrative responsibilities contribute to the success of a larger mission.

You are proactive, dependable, and able to anticipate needs while remaining receptive to direction and feedback. You communicate clearly, exercise good judgment, and take pride in completing your work accurately and on time.

You appreciate working collaboratively with an Executive Assistant and leadership team and understand the importance of maintaining organization, discretion, and professionalism in a fast-moving environment.

Above all, you value the mission of Paloma & Fig and recognize that excellent administrative support is an important part of serving the Church and the apostolates entrusted to our care.

Hours & Compensation

This role may begin as a part-time or contract position, with hours and compensation based on experience, availability, and the needs of the agency.

The position offers flexibility while requiring consistent communication and coordination with the Executive Assistant and agency team.

There is potential for expanded responsibilities and professional growth as Paloma & Fig continues to develop.

To Apply

Please send your resume and a brief note of introduction to admin@palomaandfig.com.

In your note, please share why this role interests you, your relevant administrative or executive support experience, and your general availability.

We look forward to connecting with individuals who share our commitment to professionalism, thoughtful service, and supporting the mission of the Church through excellent work.