Administrative Assistant at Careers with… · Remote

Description

The Administrative Assistant serves as the central coordination point between project stakeholders, leadership, and internal teams to ensure seamless communication, accurate documentation, and execution of project-related tasks. This role acts as a first point of contact for clients, including answering incoming calls, responding to inquiries, and directing communication appropriately. The position also supports initial project setup, coordinating schedules, maintaining CRM data, and processing invoices. The Administrative Assistant plays a key role in keeping projects organized, supporting internal teams, and ensuring the timely completion of administrative deliverables.

The position requires a high level of independence, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is detail-oriented, proactive, and possesses excellent communication skills. We are seeking a self-starter who thrives in a remote setting and enjoys collaborating with a team to support overall business operations.

Key Responsibilities

1. Administrative Support and Coordination:

• Act as the primary communication bridge between project teams, clients, and leadership to ensure alignment and execution of project objectives.
• Assists with initial project setup by processing engagement agreements, creating and sending invoices, gathering required information, and entering data into internal systems
• Coordinate scheduling, meetings, and follow-ups across project teams and clients
• Prepares meeting agendas, materials, and documentation, as needed
• Attends meetings, takes notes, and distributes summaries or action items
• Maintains organization of tasks and workflows within CRM systems
• Track project timelines, deliverables, and deadlines to ensure projects stay on schedule
• Provides general administrative support to team members and leadership
• Assists with side projects and cross-functional initiatives, as assigned

2.Communication and Client Support: 

• Serves as a first point of contact by answering client calls, responding to inquiries, and routing communication appropriately
• Communicates professionally with current and prospective clients via phone and email
• Coordinates client meetings and follow-ups with internal teams
• Responds to client correspondence and ensures timely communication

3. Financial and Project Administration:  

• Prepares client invoices, processes payments, and distributes confirmation
• Processes new engagement agreements and supports client onboarding workflows
• Communicates with clients to ensure receipt and completion of questionnaires and project materials
• Support reporting and provide status reports to project owners
• Tracks administrative components of projects to support timely completion

4. Documentation and Records:

• Creates, monitors, and completes tasks within CRM systems
• Maintain and organize project documentation, records, and deliverables to ensure accuracy and accessibility
• Ensures documentation is up to date and accessible for team use
• Supports data entry and database management across systems

5. Process Support: 

• Conducts research to support business initiatives and team needs
• Assists in identifying opportunities to improve administrative processes and workflows
• Supports implementation of improved systems and procedures
• Completes additional research or administrative tasks, as needed
• Ensure alignment between operational, administrative, and project goals across teams

Qualifications

• Strong working knowledge of Microsoft Office Programs (e.g. Word, Excel, PowerPoint, and Teams)

• Experience with CRM Systems (e.g. Salesforce or Hubspot) and experience with Project Management Software (e.g. Zoho, Basecamp, Monday.com, etc.)

• Excellent written and verbal communication skills

• Attention to detail

• Ability to multitask and prioritize effectively

• Strong organizational skills

• Team player with a positive “can do” attitude

• Knowledge of the financial services industry, preferred

• Bachelor’s Degree plus 3 years of experience in a related field; or, alternatively, high school diploma plus 5 years of experience in a related field

The pay range for this role is:

50,000.00 – 69,000.00 USD per year (United States)