Administrative Assistant

📍 Location: Remote (LATAM-based candidates)

💵 Compensation: USD $1,300 – $1,700 per month

⏰ Schedule: Full-Time | Monday–Friday, 8:00 AM – 4:00 PM Eastern Time

We are looking for a reliable, highly organized, and communicative Administrative Assistant to support our Office Manager and help manage the company’s day-to-day administrative operations.

This role is designed to support and complement our current Office Manager, not replace them. The Administrative Assistant will gradually take ownership of key administrative tasks, helping ensure smooth operations across the organization while maintaining a professional and positive experience for employees, candidates, customers, and external partners.

This is a long-term, full-time role, ideal for an early- to mid-career professional who thrives in a fast-paced, interruption-heavy environment and enjoys being at the center of daily operations.

• Answer and route inbound phone calls professionally via Microsoft Teams

• Serve as a first point of contact for customers, candidates, vendors, and internal employees

• Take accurate messages and route inquiries to the appropriate individuals

• Handle unsolicited sales calls and general inquiries while protecting leadership time

• Maintain a calm, professional, and customer-focused demeanor at all times

• Support calendar management and scheduling for leadership and internal teams

• Coordinate internal and external meetings across multiple time zones

• Send calendar invitations, confirmations, reminders, and follow-ups

• Support interview scheduling when required, coordinating with recruiters, hiring managers, and candidates

• Manage ad hoc meeting requests and conference room bookings

• Book domestic and international travel, including flights, hotels, and ground transportation

• Coordinate travel itineraries for employees and customers

• Support last-minute travel changes and urgent adjustments

• Assist with administrative processing of contracts and agreements

• Track contract statuses, approvals, and renewal dates

• Create and process purchase orders following internal procedures

• Maintain organized digital records and documentation

• Support expense tracking and administrative reporting

• Provide daily administrative support to the Office Manager

• Maintain shared calendars, contact lists, and internal directories

• Track action items and follow-ups from meetings

• Enter and maintain accurate data across internal systems

• Assist with basic reporting and tracking using spreadsheets

• Help document administrative processes and standard operating procedures

• Identify opportunities to streamline recurring administrative tasks

• Support the adoption of new tools and workflows as needed

• 2–8 years of experience in administrative support, office coordination, or virtual assistant roles

• Experience supporting U.S.-based teams remotely

• Fluent English (written and spoken), confident handling inbound calls with customers and candidates

• Strong organizational skills and high attention to detail

• Ability to manage multiple competing priorities simultaneously

• Calm, professional demeanor under pressure

• Strong interpersonal and conflict-management skills

• Tech-savvy and able to quickly learn new systems and tools

• Experience using Microsoft Excel for tracking and reporting

Nice to Have

• Experience supporting operations, recruiting, or executive teams

• Experience booking international travel

• Experience working across multiple time zones

• Proficiency with Google Workspace, Microsoft Office, and collaboration tools

• Background in customer-facing roles (e.g., administrative support, hospitality, operations)