Job Openings Administrative Support

About the job Administrative Support

Administrative Support (Remote | PST Schedule)

Seamless Assist

About Seamless Assist

At Seamless Assist, we connect growing businesses with top-tier remote professionals who bring efficiency, professionalism, and operational excellence to daily business operations.

Our Administrative Support team plays a critical role in allowing our clients to focus on growth and strategy while we handle the behind-the-scenes execution with precision, reliability, and initiative.

Job Summary

We are seeking a proactive, detail-oriented, and resourceful Administrative Support professional to support our clients with administrative, operational, and coordination tasks in a fast-paced remote environment.

This role requires availability during Pacific Standard Time (PST) business hours and a minimum English proficiency level of B2 (Upper-Intermediate) for professional written and verbal communication.

The ideal candidate is self-motivated, tech-savvy, highly organized, and comfortable leveraging AI tools to improve efficiency and workflow optimization.

Key Responsibilities

Administrative Support

  • Manage calendars and inboxes with strong prioritization skills.

  • Schedule meetings and coordinate appointments across time zones (PST alignment required).

  • Perform accurate data entry and maintain digital filing systems.

  • Prepare reports, presentations, and business documents.

  • Maintain organized documentation and operational systems.

Client Communication

  • Respond to emails and messages professionally and promptly.

  • Manage client inquiries and follow-ups.

  • Coordinate communication between internal teams and clients.

  • Maintain a high standard of written English (B2+ minimum).

Operations Support

  • Conduct online research and information gathering.

  • Create and update spreadsheets (Excel / Google Sheets).

  • Manage and update CRM systems accurately.

  • Track tasks and deadlines to ensure timely completion.

Marketing & Digital Support (If Applicable)

  • Schedule social media content using tools such as Buffer or similar platforms.

  • Perform light graphic editing using Canva or similar tools.

  • Update website or blog content as required.

  • Assist with email campaign coordination and tracking.

AI & Process Optimization

  • Utilize AI tools (e.g., ChatGPT or similar platforms) to draft communications, summarize information, automate repetitive tasks, and improve productivity.

  • Identify opportunities to streamline workflows and improve systems.

  • Assist in documenting processes and building internal knowledge bases.

Required Qualifications

  • Proven experience as an Administrative Assistant, Administrative Support, or similar role.

  • Minimum English proficiency: B2 (Upper-Intermediate).

  • Availability to work during PST business hours.

  • Strong written and verbal communication skills.

  • Excellent organizational and time-management abilities.

  • Ability to prioritize and manage multiple tasks independently.

  • High level of confidentiality and professionalism.

  • Comfortable using AI tools to enhance work efficiency.

Technical Skills & Tools

  • Google Workspace (Docs, Sheets, Calendar, Gmail)

  • Microsoft Office Suite

  • Communication tools (Slack, Zoom, Microsoft Teams)

  • CRM platforms (HubSpot or similar)

  • Canva (if supporting marketing tasks)

  • Project management tools (Asana, Trello, ClickUp)

  • AI tools (ChatGPT or similar platforms)

Soft Skills We Value

  • Strong time management

  • Problem-solving mindset

  • Initiative and accountability

  • Attention to detail

  • Professional and positive attitude

  • Ability to work independently in a remote setting

What We Offer

  • Fully remote work environment

  • Exposure to diverse industries and clients

  • Opportunities for professional growth and upskilling

  • Collaborative and supportive virtual culture

  • Performance-based incentives and recognition


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