Administrative Assistant (Remote)

Experience: 2–4 years of administrative experience

Core Areas: Executive Administrative Support, Calendar Management, Meeting Scheduling, Travel Coordination, Expense Tracking, Google Workspace, Event Planning, Project Coordination

Compensation: Estimated base salary of $70,000–$90,000 annually plus equity

About the Role

This Administrative Assistant opportunity focuses on providing comprehensive administrative support to business leaders and cross-functional teams in a fully remote environment. Key responsibilities include complex calendar management, coordinating meetings across time zones, arranging business travel, tracking expenses, organizing team events, and ensuring leadership schedules and daily activities run efficiently. The position supports multiple executives and departments while helping maintain organized, responsive administrative operations.

Reporting to a Senior Executive Assistant, this role requires strong proficiency in Google Workspace, excellent organizational skills, and the ability to manage competing priorities independently. The Administrative Assistant will coordinate with People Operations, Construction, Technology, and other departments, assist with presentations and project-related activities, and handle sensitive information with discretion. Success requires attention to detail, adaptability, proactive problem-solving, and effective communication with stakeholders at all organizational levels.

What You'll Do

• Provide day-to-day administrative support to leadership team members, helping executives remain organized, prepared, and focused on business priorities.
• Manage complex executive calendars, coordinate appointments, and schedule meetings across multiple time zones while resolving scheduling conflicts and prioritizing commitments.
• Serve as a calendar gatekeeper for assigned leaders, proactively identifying scheduling improvements and opportunities to increase daily efficiency.
• Coordinate business travel arrangements, including flight bookings, travel schedules, and related logistical details.
• Track business expenses and support accurate organization of expense-related information.
• Act as a primary administrative point of contact, facilitating communication and resolving coordination issues across People Operations, Construction, Technology, and other departments.
• Plan, organize, and facilitate team meetings, virtual events, in-person gatherings, and offsite activities.
• Prepare leaders for meetings and daily responsibilities by coordinating schedules, organizing meeting materials, and supporting presentation preparation.
• Assist with project coordination and project management activities, helping track priorities and move assigned tasks toward completion.
• Provide cross-functional administrative assistance on special projects and ad hoc assignments involving multiple business teams.
• Partner with the Senior Executive Assistant on additional administrative responsibilities, leadership support activities, and changing operational needs.
• Use AI assistants, digital productivity tools, and other technology to streamline administrative workflows and improve efficiency.
• Adapt quickly to changing schedules, urgent requests, and shifting business priorities while maintaining accuracy and responsiveness.
• Take ownership of both routine administrative tasks and unexpected support needs to keep daily operations running smoothly.

Qualifications

Required Experience

• 2–4 years of professional administrative experience, ideally providing direct support to executives or business leaders in a fast-paced work environment.
• Experience managing calendars, coordinating meetings, and delivering administrative support across competing priorities.

Required Skills

• Strong calendar management and scheduling skills, with the ability to organize appointments, manage conflicting requests, and coordinate multiple stakeholders.
• High proficiency in Google Workspace, including Google Calendar, Gmail, Google Slides, and Google Sheets.
• Excellent organizational and time management skills, including the ability to prioritize competing needs and follow assignments through to completion.
• Strong written and verbal communication skills, with the ability to interact professionally and effectively with individuals at all organizational levels.
• Excellent interpersonal and customer service skills, including a friendly, approachable communication style and the ability to work with diverse personalities.
• Exceptional attention to detail, with a strong commitment to data integrity, accuracy, and reliable administrative processes.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong self-management skills and the ability to work independently, maintain accountability, and stay productive in a remote environment.
• Ability to manage multiple responsibilities, adapt to changing priorities, and remain organized in a rapidly growing, fast-paced organization.
• Proactive problem-solving skills and a continuous improvement mindset focused on making administrative processes faster, more effective, and more efficient.
• Resourcefulness, flexibility, and willingness to handle both complex assignments and routine administrative responsibilities as business needs evolve.