Administrative Assistant

We are seeking a highly organized, proactive, and tech-savvy Remote Administrative Assistant to support our leadership team and help keep daily operations running smoothly. In this role, you will serve as a central point of coordination, handling a broad range of administrative and operational tasks entirely from a remote setting. The ideal candidate thrives in a fast-paced environment, communicates clearly and professionally, and can manage competing priorities with minimal supervision.

Key Responsibilities
Calendar & Schedule Management
Manage and maintain executive calendars, scheduling meetings, appointments, and travel arrangements across multiple time zones
Proactively identify and resolve scheduling conflicts, sending timely reminders and meeting agendas
Coordinate recurring team standups, all-hands calls, and one-on-one check-ins
Communication & Correspondence
Serve as a first point of contact for internal and external communications, drafting and routing emails, memos, and announcements
Maintain professional communication standards and ensure timely follow-up on outstanding action items
Screen and prioritize incoming messages, escalating urgent matters to appropriate stakeholders
Document & Records Management
Create, format, proofread, and organize documents, presentations, reports, and spreadsheets
Maintain accurate and up-to-date digital filing systems, shared drives, and document databases
Assist with preparation of meeting materials, board reports, and executive summaries
Project & Task Coordination
Track project timelines, deadlines, and deliverables; follow up with team members to ensure tasks are completed on time
Support onboarding of new employees by coordinating logistics, system access, and orientation schedules
Research, compile, and present data or vendor options to support decision-making
Operations & Logistics Support
Coordinate procurement of office supplies, software licenses, and remote equipment for team members
Process expense reports, invoices, and reimbursements in a timely and accurate manner
Liaise with vendors, contractors, and service providers as needed
Virtual Event & Meeting Support
Set up and manage virtual meetings via Zoom, Google Meet, or Microsoft Teams
Take detailed meeting notes, distribute summaries, and track action items
Assist with planning and logistics for virtual company events and team offsites

Qualifications
Required
2+ years of experience in an administrative assistant, executive assistant, or similar role
Proven ability to work independently and manage time effectively in a fully remote environment
Proficiency with Google Workspace (Docs, Sheets, Calendar, Drive) and/or Microsoft 365
Experience with communication and project management tools such as Slack, Asana, Trello, or Monday.com
Strong written and verbal communication skills with exceptional attention to detail
Ability to handle confidential information with discretion and professionalism
Reliable high-speed internet connection and a dedicated, distraction-free workspace
Preferred
Experience supporting C-suite or senior-level executives
Familiarity with CRM platforms (e.g., HubSpot, Salesforce) or accounting tools (e.g., QuickBooks)
Experience with event coordination or HR administrative support
Associate's or Bachelor's degree in Business Administration or a related field
Bilingual or multilingual abilities are a plus

Skills & Competencies
Core Competencies    Technical Skills
Exceptional organization & prioritization
Strong interpersonal communication
Problem-solving & critical thinking
Adaptability & flexibility
Self-motivation & accountability
Discretion with confidential matters    Google Workspace / Microsoft 365
Zoom, Slack, Microsoft Teams
Asana, Trello, or Monday.com
DocuSign or similar e-signature tools
Expense & invoicing platforms
Cloud storage & file sharing tools

Work Environment & Schedule
This is a fully remote position. Standard hours are Monday through Friday, 8:00 AM – 5:00 PM in the company's primary time zone, with occasional flexibility required for early morning or evening meetings. The company provides a monthly remote work stipend to help cover internet and home office expenses.

What We Offer
Competitive salary commensurate with experience
Comprehensive health, dental, and vision insurance
401(k) retirement plan with company match
Generous PTO policy including vacation, sick leave, and company holidays
Monthly remote work stipend ($75/month)
Professional development reimbursement ($500/year)
Collaborative, inclusive, and supportive remote culture
Opportunities for growth and advancement within the organization