Part Time Admin Assistant

We are seeking a seasoned, highly organized, and proactive Admin Assistant to provide high-level support in a dynamic and fast-paced environment. This role requires discretion, strong judgment, and the ability to anticipate needs before they arise.

This position will begin as a 3-month pilot engagement, with the intention to assess fit, impact, and evolving business needs. There is potential for extension based on performance and organizational requirements.

The ideal candidate thrives in ambiguity, takes ownership of tasks, and operates with professionalism, clarity, and integrity.

Key Requirements

• Based in the Eastern Standard Time (EST) time zone
• Fully fluent in English (written and verbal)
• Minimum 5+ years experience supporting senior team members
• Available up to 30 hours per week
• Flexible schedule with availability during core EST business hours
• Comfortable working remotely and independently

Core ResponsibilitiesAdmin Support

• Manage calendar scheduling and prioritization
• Coordinate internal and external meetings across time zones
• Prepare agendas, briefing notes, and meeting materials
• Track action items and follow-ups to ensure execution
• Draft, proofread, and format professional correspondence

Operational & Administrative Support

• Organize digital files, documentation, and shared drives
• Manage expense tracking and reporting
• Improve and maintain efficient workflows and systems

Communication & Coordination

• Serve as a gatekeeper and liaison with internal and external stakeholders
• Ensure timely follow-ups and clear communication
• Support project coordination across teams

What We Are Looking For

• Strong judgment and ability to handle confidential information
• Exceptional attention to detail
• Clear, concise, and professional communication style
• Ability to prioritize and manage competing deadlines
• Self-starter who anticipates needs and solves problems proactively
• High level of discretion and integrity

Technical Requirements

• Proficiency in Google Workspace (Docs, Sheets, Slides, Gmail, Calendar)
• Experience with Zoom and virtual meeting coordination
• Familiarity with CRM systems (HubSpot is an asset)
• Strong document formatting and organizational skills

Job Type: Part-time

Pay: $3,000.00-$3,360.00 per month

Expected hours: 20 – 30 per week

Work Location: Remote