We're Hiring an Administrative Assistant at Imaginate Your Space

Remote (U.S.) with occasional travel

If you are someone who naturally keeps things organized, catches what others miss, and genuinely gets satisfaction from making sure nothing falls through the cracks, keep reading.

Imaginate Your Space designs and transforms K–12 school cafeterias and nutrition spaces into environments students are actually proud of. We are a growing company based in Massachusetts with projects across the country, and we are looking for the right person to help us keep everything running smoothly behind the scenes as we scale.

This is not a sit back and answer emails kind of role. You will work directly with leadership and be involved in the day to day across sales, client projects, and internal operations. A big part of this job is making sure our meetings are organized and focused, and more importantly, that what we decide in those meetings actually gets done.

What your days will look like

You will be managing inboxes, coordinating calendars, and keeping communication moving across the team. You will create agendas before meetings, take clear structured notes during them, and turn those notes into trackable action items after. You will follow up with people to make sure things happen. You will keep our HubSpot CRM clean and up to date, help prepare proposals and client communications, and support trade shows and site visit logistics when needed. You will also help organize files across Microsoft Teams and Dropbox, assist with basic QuickBooks tasks, and help us build better internal processes as we grow. If something needs to get done and it does not have a clear owner, that is probably you.

What we are looking for

You are extremely organized and detail oriented. You write clearly and professionally without being stiff about it. You take ownership of your work and follow things through without being reminded. You are tech savvy and can pick up new systems quickly. You thrive in a fast moving environment where priorities can shift, and you stay calm and solutions focused when they do. You can work independently and manage your own time without needing constant oversight.

One thing worth knowing about where we are as a company: we are in a genuine growth phase. That means we are constantly adopting new tools, testing new software, and figuring out better ways to do things. We are not a company that is set in our ways, and we do not want someone who is either. If you get excited about trying a new platform, experimenting with AI tools, or finding a smarter way to handle something, you will fit right in here. We want someone who sees technology as an asset and is not waiting to be told to use it.

You should be comfortable with Microsoft 365, and experience with HubSpot is a plus but not required. Any background supporting leadership, working in a small or growing company, or helping run sales or operations is a bonus. Same goes for QuickBooks experience.

What is in it for you

Competitive hourly or salary based on experience. A real growth path into operations, project management, or sales support. And the opportunity to be part of a company that is doing something genuinely cool in K–12 schools across the country.

When you apply, include "IYS" in your message or subject line so we know you read all the way through. Apply here or message me directly.

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