We are seeking a highly organized and proactive remote Administrative Assistant to provide essential support to our leadership team within HR Operations. This role is the backbone of our daily operations, ensuring that schedules run smoothly, communications flow efficiently, and projects stay on track. The ideal candidate is detail-oriented, tech-savvy, and thrives in a fast-paced environment where no two days are the same.
Key Responsibilities
- Manage complex calendars for leadership team members
- Schedule and coordinate meetings, appointments/interviews, and travel arrangements
- Prioritize scheduling conflicts and resolve calendar issues proactively
- Send meeting reminders and prepare necessary materials in advance
- Serve as first point of contact for internal and external communications
- Draft, proofread, and edit correspondence, memos, and reports
- Maintain professional communication with stakeholders at all levels
- Liaise with internal teams, partners, and clients
- Organize documents and maintain structured filing systems
- Prepare meeting agendas, materials, and presentations
- Coordinate logistics for team meetings, events, and conferences
- Manage technology setup for meetings (Zoom)
- Ensure confidential information is handled with discretion
- Maintain accurate records and documentation
- Assist with onboarding new employees (workspace setup, supplies, access)
- Assist with special projects and initiatives as assigned
- Track project deadlines and deliverables
- Create and maintain project documentation (Monday.com)
- Handle ad hoc administrative requests with professionalism and efficiency
- Other duties as assigned
Required Qualifications
- High school diploma or GED; Associate's or Bachelor's degree preferred
- 2-3 years of administrative assistant or office support experience
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Excellent written and verbal communication skills
- Strong organizational, time management and multitasking abilities
- Ability to handle confidential information with discretion
- Professional demeanor and positive attitude
Preferred Skills
- Experience supporting multiple leaders
- Project management capabilities
- Ability to anticipate leadership needs proactively
- Excellent written and verbal communication
- Familiarity with project management tools (Monday.com)
- Knowledge of expense reporting systems (Concur, Expensify)