Administrative Support (Remote | PST Schedule)

Job Overview

We are seeking a highly organized and detail-oriented Administrative Support professional to ensure smooth day-to-day operations in a remote work environment.

The ideal candidate will manage scheduling, email communication, document preparation, data entry, and operational coordination while maintaining confidentiality and professionalism.

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

The ideal candidate is tech-savvy, proactive, and comfortable leveraging AI tools to improve efficiency and workflow automation.

Key Responsibilities

Administrative Support

• Manage and organize calendars, schedule meetings, and set reminders across time zones (PST alignment required).

• Handle email management: filter, prioritize, draft responses, and maintain organized inbox systems.

• Prepare, edit, and format documents, reports, and presentations.

• Maintain digital filing systems for organized and easy document retrieval.

• Assist executives or managers with daily operational and administrative tasks.

Data Entry & Documentation

• Input and update data accurately in spreadsheets, CRMs, and databases.

• Prepare invoices, receipts, and simple financial documentation when required.

• Maintain structured records and reporting systems for operational visibility.

Communication & Coordination

• Act as a professional point of contact for internal and external communications.

• Coordinate with clients, vendors, and team members as needed.

• Support project coordination by tracking deadlines and ensuring task completion.

Task & Project Management

• Manage to-do lists and monitor project timelines.

• Follow up on pending tasks and ensure accountability across stakeholders.

• Support workflow optimization and process documentation.

AI & Process Optimization

• Utilize AI tools (e.g., ChatGPT or similar platforms) to draft communications, summarize documents, automate workflows, and improve efficiency.

• Identify opportunities to streamline repetitive administrative tasks through automation.

• Assist in documenting and improving internal systems and processes.

Qualifications & Skills

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

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

• Availability to work during PST business hours.

• Excellent organizational and time-management skills.

• Strong written and verbal communication abilities.

• Ability to work independently and manage multiple priorities.

• High level of discretion and professionalism when handling sensitive information.

• Comfortable using AI tools to increase productivity and operational efficiency.

Technical Requirements

• Proficiency in Google Workspace (Docs, Sheets, Calendar) and/or Microsoft Office Suite.

• Experience with project management tools (Asana, Trello, ClickUp, or similar).

• Familiarity with communication platforms (Slack, Zoom).

• Basic knowledge of CRM systems (preferred).

• Reliable internet connection and remote work setup