Administrative Assistant, Define Process Flows for Most Common Tasks

The Tasks should be broken into 2 categories:

1. Tasks that do not require specialized software to complete this software should be easily obtained by anyone
2. Tasks that do require industry specific or otherwise specialized software to complete

This project will require the following deliverables:

5-10 Non-Software Specialized Tasks - Administrative Assistants:

Task type
Short purpose/description of the task
Build milestones
Actual specification of the task
Any input data /context / artifacts (files etc) required to complete the task
Non specialized software required to complete this task
Difficulty level (based on calibration provided)

5-10 Specialized Software Tasks - Administrative Assistants:

Task type
Short purpose/description of the task
Build milestones
Actual specification of the task
Any input data /context / artifacts (files etc) required to complete the task
Specialized Software required to complete this task (ideally available for purchase and not a custom in-house tool)
Difficulty level (based on calibration provided)
Initial state of task setup in the free software alternative (setting up accounts dummy data eg in Salesforce setup dummy customer accounts with dummy data etc)
Ideally the tasks setup here can still be performed if the initial state of the software is updated

We will provide an Excel file for you to enter the information listed above and submit back to us. Below is a list of example tasks we would be interested in for Administrative Assistants you will be expected to update and add any common tasks completed in your day-to-day.

Difficulty Framework:

You will be expected to assign a difficulty score from the list below for each of the tasks you define. Some examples are included for reference.
      Easy: Routine low complexity (e.g. data entry scheduling meetings for one person sending standard emails).
      Medium: Requires more attention to detail managing multiple simple tasks (e.g. drafting formal correspondence organizing travel itineraries for 1-2 persons preparing meeting agendas).
      Hard: Involves multitasking or decision-making supporting senior executives proactive management (e.g. managing multiple complex calendars handling urgent communications coordinating events preparing complex reports from various inputs)

Task Type Categories:
Scheduling & Calendar Management
Email & Correspondence Handling
Document Preparation
Data Entry & Record Keeping
Meeting Minutes & Notes
Travel Arrangements
Expense Management

Examples:
Managing calendars using Outlook/Google Calendar (simple to complex schedules)
Drafting and responding to emails
Creating & formatting draft documents in Word/Google Docs
Preparing reports and presentations
Entering data into spreadsheets/databases
Booking travel online
Meeting Minutes & Notes
Tracking actions

Examples of Software Used - Administrative Assistants:
Email & Calendars (Outlook Gmail Google Calendar)
Documents & Spreadsheets (Microsoft Office - Word Excel PowerPoint; Google Docs/Sheets/Slides)
Note-taking (OneNote Evernote Google Keep)
Communication (Slack Zoom Microsoft Teams)
Database Access (CRM tools like Salesforce (basic use) internal databases)
Travel Booking portals (Expedia Concur)
Expense Reporting Software (Concur Expensify)

Open Source / Free Software Alternatives - Administrative Assistants:
Email & Calendars: Google Calendar (free) Thunderbird with Lightning Nextcloud Mail/Calendar.  Documents & Spreadsheets: LibreOffice Suite (Writer Calc Impress) Google Workspace (free tier: Docs Sheets Slides).  Note-taking: Joplin Standard Notes (free tier) Simplenote Google Keep (free).  Communication: Jitsi Meet Signal.  Data Entry (Simple DB): LibreOffice Base Airtable (free tier) Baserow.

Remote Work :

Yes

Employment Type :

Contract