Telecommut
If you thrive in a virtual environment and pride yourself on maintaining professionalism in all interactions, we want to hear from you! Join us in making a meaningful impact while enjoying the flexibility of remote work.
Key Responsibilities:
Calendar & Schedule Management
- Manage complex calendars for multiple team members or departments
- Schedule 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
- Monitor and manage email inboxes, prioritizing and responding to inquiries
- 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
- Maintain professional tone in all written and verbal communications
- 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
- 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
- Coordinate virtual meeting technology setup (Zoom, Teams, etc.)
- 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
- 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
RequirementSpecificationEducationHigh school diploma required; Associate's or Bachelor's degree preferredExperience2+ years administrative, office support, or coordination experienceTechnical SkillsProficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) or Google WorkspaceCommunicationExcellent written and verbal communication; professional phone etiquetteOrganizationExceptional multitasking, prioritization, and time management abilitiesAttention to DetailHigh accuracy in data entry, proofreading, and document preparationIndependenceSelf-motivated with ability to work effectively with minimal supervision
Remote Work Requirements
Security & Compliance
- Private, secure Wi-Fi network (no public/shared connections during work hours)
- Secure handling of confidential documents and sensitive information
- Compliance with data protection policies (GDPR, HIPAA, or industry-specific)
- 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
- Previous remote administrative experience
- Experience with calendar management across multiple executives
- 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
CategoryTools/ExperienceProductivityMicrosoft 365, Google Workspace, Dropbox, SharePointCommunicationOutlook, Gmail, Slack, Microsoft Teams, ZoomSchedulingOutlook Calendar, Google Calendar, Calendly, DoodleDocumentsAdobe Acrobat, DocuSign, PandaDocTravel/ExpensesConcur, Expensify, TravelPerk, Booking platformsProject ManagementAsana, Trello, Monday.com, BasecampCRM/DatabaseSalesforce, HubSpot, Zoho, Airtable
Core Competencies
✓ Organization — Maintains order in digital environments and manages competing priorities
✓ Communication — Clear, professional, and responsive in all channels
✓ Tech-Savvy — Comfortable with cloud-based tools and remote collaboration platforms
✓ Discretion — Handles confidential information with integrity and professionalism
✓ Problem-Solving — Resourceful in finding solutions independently
✓ Adaptability — Adjusts to changing priorities and new technologies quickly
✓ Time Management — Meets deadlines and manages calendar efficiently
✓ Collaboration — Works effectively with distributed teams across locations
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
- 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
- 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
- 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
- Week 1: Virtual orientation, company culture, systems access, security protocols
- Week 2: Role-specific training, shadowing sessions, process documentation review
- Week 3–4: Graduated responsibility with supervisor check-ins
- Ongoing: Monthly 1:1s, quarterly reviews, continuous learning opportunities
Please submit:
- Current resume highlighting administrative experience
- Availability and notice period (if applicable)
