Administrative Assistant (WORK FROM HOME)

Key Responsibilities

• Calendar & Schedule Management
• Schedule complex calendars for multiple team members or departments
• Manage internal and external meetings, appointments, and video conferences
• Coordinate across time zones and handle rescheduling as needed
• Send meeting invitations, reminders, and follow-up communications
• Book conference rooms (virtual) and manage meeting logistics
• Communication & Correspondence
• Maintain professional tone in all written and verbal communications
• Prioritize and respond to inquiries in email inboxes
• Draft, proofread, and edit professional emails, memos, and letters
• Answer and direct phone calls (via VoIP/softphone system)
• Serve as primary point of contact for internal and external stakeholders
• Document & Data Management
• Create, format, and edit documents, spreadsheets, and presentations
• Maintain organized digital filing systems and shared drives
• Perform data entry with high accuracy and attention to detail
• Generate reports and compile information from various sources
• Manage document version control and ensure file accessibility
• Meeting Support
• Prepare and distribute agendas, meeting materials, and pre-reads
• Take detailed meeting minutes and distribute action items
• Track follow-up tasks and deadlines from meetings
• Clock in virtual meeting technology setup (Zoom, Teams, etc.)
• Travel & Expense Coordination
• Book domestic and international travel (flights, hotels, ground transportation)
• Prepare travel itineraries and expense reports
• Process invoices and reconcile expense submissions
• Maintain records for budget tracking and reporting
• Operational Support
• Absorb and assist with onboarding new remote employees (scheduling, documentation)
• Coordinate virtual events, webinars, and team meetings
• Order and manage remote office supplies and equipment
• Support special projects and administrative initiatives as assigned
• Liaise with vendors, suppliers, and service providers

Required Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred
• 2+ years administrative, office support, or coordination experience
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) or Google Workspace
• Excellent written and verbal communication; professional phone etiquette
• Exceptional multitasking, prioritization, and time management abilities
• High accuracy in data entry, proofreading, and document preparation
• Independence; self-motivated with ability to work effectively with minimal supervision
• Consistent availability during core business hours; responsive to messages and emails within established timeframes
• Ability to participate in video meetings with camera on when required
• Reliable backup plan for power/internet outages

Preferred Qualifications

• Previous remote administrative experience
• Familiarity with project management tools (Asana, Monday.com, Smartsheet)
• Knowledge of CRM or database systems (Salesforce, HubSpot)
• Experience with expense management software (Expensify, Concur)
• Notary public certification (if applicable to role)
• Bookkeeping or basic accounting knowledge
• Bilingual capabilities

What We Offer

• Compensation & Benefits
• Salary Range: $40,000 – $58,000 annually (based on experience and location)
• Performance Bonuses: Annual bonus potential based on performance
• Health Benefits: Medical, dental, and vision insurance (full-time)
• Retirement: 401(k) with company match
• Remote Work Support: Home Office Stipend: $600–$1,000 for ergonomic furniture and equipment, Technology Allowance: Company-provided laptop and peripherals OR monthly tech stipend, Internet Reimbursement: $60/month toward internet costs
• Professional Development: Budget for courses, certifications, and training
• Work-Life Balance: Flexible Hours: Core hours with flexibility for early/late start times, Paid Time Off: PTO, sick leave, and paid holidays, Mental Health: Employee Assistance Program (EAP) and wellness resources
• Remote Culture: Virtual team events, coffee chats, and online social activities
• Career Growth: Clear advancement path: Senior Administrative Assistant → Executive Assistant → Office Manager, Cross-training opportunities in operations, HR, or project coordination, Mentorship program and professional development support