Administrative Assistant
Administrative Assistant
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Job Description
We are seeking a highly organized and detail-oriented Remote Administrative Assistant to provide administrative support to our executive and management teams. The ideal candidate will be an excellent communicator proficient in multitasking and adept at managing a variety of tasks in a fast-paced remote work environment. This position requires a self-starter with exceptional time-management skills and the ability to work independently.
Key Responsibilities
General Administrative Support: Provide daily administrative support to the team including handling communications scheduling meetings and maintaining calendars.
Document Management: Prepare organize and maintain electronic files and documents in a systematic manner. Ensure documents are easily accessible and updated regularly.
Correspondence: Handle both internal and external correspondence through email phone and video conference. Draft proofread and send professional emails and other written communications.
Data Entry and Reporting: Maintain databases enter data and assist in preparing reports for management. Monitor and track key data points for ongoing projects.
Travel Coordination: Book travel arrangements including flights accommodations and car rentals. Prepare itineraries and ensure smooth travel experiences for team members.
Meeting Coordination: Schedule and organize meetings including virtual conference calls and video meetings. Send out calendar invites track RSVPs and ensure proper materials are prepared in advance.
Expense Management: Assist with processing invoices expense reports and maintaining expense records.
Client Liaison: Act as a point of contact for clients and customers assisting with inquiries ensuring timely follow-up and providing necessary information or support.
Project Support: Provide assistance with ongoing projects by tracking deadlines coordinating team communications and ensuring project timelines are met.
Miscellaneous Tasks: Manage and prioritize various administrative duties as they arise to ensure smooth daily operations.
Qualifications
Education: High school diploma required. Associates or Bachelors degree preferred especially in business administration communication or related fields.
Experience:
At least 2 years of experience in an administrative support role.
Proven experience working remotely and managing tasks independently is a plus.
Skills:
Strong organizational and time management skills.
Excellent written and verbal communication skills.
High level of proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
Experience with online tools such as Zoom Google Workspace and project management software (e.g. Asana Trello).
Ability to multitask and handle multiple priorities efficiently.
Attention to detail and accuracy in all work performed.
Self-motivated with the ability to work independently and as part of a team.
Preferred Skills/Experience
Experience working with CRM systems or enterprise resource planning (ERP) software.
Knowledge of document management software and cloud-based file storage systems.
Employment Type
Full Time
