Administrative Assistant

Job description

***This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.*** Our client is a growing organization seeking a highly organized and proactive **Administrative Assistant** to serve as a trusted strategic partner to executive leadership. This role is designed to help leaders stay focused on high-impact priorities by driving projects forward, coordinating cross-functional initiatives, managing executive communications, and ensuring day-to-day operations run efficiently within a fast-paced business environment. # Role Overview The **Administrative Assistant** will provide high-level strategic and administrative support to senior executives by managing complex calendars, coordinating meetings and travel, overseeing cross-functional projects, preparing executive communications, and ensuring initiatives move forward with minimal oversight. The **Administrative Assistant** will serve as a key liaison across departments while anticipating executive needs, improving organizational efficiency, and supporting leadership with professionalism and discretion. This role is ideal for someone who enjoys taking ownership, solving problems proactively, and operating in a fast-paced environment where priorities evolve quickly. # Location **Fully Remote |** 9:00 AM - 5:00 PM EST # # Key Responsibilities ### Executive Support & Calendar Management - Manage complex executive calendars, scheduling, and meeting coordination across multiple stakeholders. - Prioritize competing requests and proactively resolve scheduling conflicts. - Prepare meeting agendas, document action items, and ensure timely follow-up on deliverables. - Coordinate domestic travel arrangements, itineraries, and executive logistics as needed. ### Project Management - Coordinate cross-functional projects from planning through completion. - Monitor project timelines and ensure initiatives remain on schedule. - Follow up with internal stakeholders to drive accountability and completion of action items. - Identify roadblocks, escalate issues appropriately, and recommend practical solutions. - Utilize Asana or similar project management tools to track project progress. ### Strategic Administrative Support - Draft professional emails, presentations, reports, and executive documentation. - Conduct research and prepare executive briefings to support strategic decision-making. - Organize and maintain confidential files, documentation, and operating procedures. - Handle sensitive information with professionalism, discretion, and confidentiality. ### Cross-Functional Coordination - Serve as a liaison between executive leadership and internal departments. - Coordinate communication across multiple teams to ensure projects remain aligned. - Support special initiatives and operational improvement projects as business needs evolve. - Help improve organizational processes that increase efficiency and accountability. # Qualifications ## Experience - **3–5 years** of experience supporting senior executives, founders, or C-level leadership. - Experience in executive assistance, project coordination, operations, or a related role. - Experience managing multiple priorities within a fast-paced environment. - Experience coordinating cross-functional projects and executive initiatives. ## Skills - Exceptional written and verbal English communication skills. - Outstanding organizational and time management abilities. - Strong project management and follow-through skills. - High proficiency with Microsoft Office Suite and Google Workspace. - Experience using project management platforms such as Asana or similar tools. - Ability to independently prioritize work and manage competing deadlines. - Strong problem-solving and decision-making abilities. - Excellent attention to detail while maintaining a strategic perspective. - Professionalism, discretion, and the ability to handle confidential information. # What Success Looks Like - Executive priorities remain organized and projects consistently move forward with minimal oversight. - Meetings, communications, travel, and follow-up actions are executed efficiently and accurately. - Cross-functional initiatives remain on schedule through strong coordination and accountability. - Leadership confidently delegates responsibilities knowing they will be completed proactively. - Internal teams view the Executive Assistant as a trusted partner who improves communication, organization, and operational efficiency. - Executive leadership is able to focus on strategic priorities because administrative and operational responsibilities are managed effectively. # Opportunity This is an exciting opportunity to become a trusted strategic partner to executive leadership within a growing organization. As the **Administrative Assistant**, you'll play a key role in improving operational efficiency, driving cross-functional initiatives, and helping leadership stay focused on the company's highest-impact priorities while gaining exposure to strategic business decisions. ### **Application Process:** ### To be considered for this role these steps need to be followed: - Fill in the application form - Record a video showcasing your skill sets