Administrative Support Specialist
20 hours ago
We are seeking a highly organized and proactive Administrative Support Specialist to provide end-to-end support across executive needs, project management, and operational coordination. This role requires someone who thrives in a fast-paced environment, can juggle multiple priorities, and brings both executive assistant polish and project management discipline.
This is a remote role requiring availability during U.S. hours.
Key Responsibilities:- Manage calendars, appointments, and scheduling with proactive conflict resolution
- Handle personal errands, research vendors/services, and coordinate lifestyle needs
- Screen and manage communications (email, Slack, phone), ensuring timely responses
- Organize complex meetings (virtual/in-person), prepare agendas, gather materials, and capture minutes
- Anticipate all travel needs, including accommodations, meals, and personal care
- Build comprehensive itineraries with contingency planning
- Coordinate amenities, vendors, and local arrangements
- Maintain project plans in ClickUp (or similar PM tools), assign tasks, track deadlines, and ensure deliverables
- Manage daily agendas, meeting prep, and top-of-day reminders for executives
- Track backend project progress across multiple clients/accounts
- Support reporting and data entry into project boards and dashboards
- Assist with ad-hoc tasks such as light copy drafting, vendor coordination, and updating templates
- Act as liaison between executives, internal teams, and external partners
- Provide regular updates, ask clarifying questions, and ensure smooth handoffs
- Create one-pagers, meeting dossiers, and weekly reporting summaries
- 4+ years of experience as a Personal Assistant, Executive Assistant, or Project Management Assistant (agency/startup environment preferred)
- Proven ability to manage multiple stakeholders, priorities, and deadlines
- Proficiency with ClickUp (or similar PM tools), Google Workspace, Slack, and Excel/Google Sheets
- Excellent organizational skills with strong follow-through and attention to detail
- Strong communication skills (written & verbal) across all organizational levels
- Comfortable facilitating live calls and documenting action items in real-time
- Ability to work US hours
- Experience in marketing, creative agency, or tech/startup environments
- Familiarity with CRM systems, AI tools (e.g., ChatGPT), and project documentation best practices
- Exposure to compliance, vendor coordination, or light client communications
- Strong time management skills and ability to adapt quickly to changing needs
- Take ownership of client/vendor communications as trust is established
- Expand into higher-level executive support for leadership, including advanced scheduling, document prep, and project coordination
- Grow into a key operations partner helping improve processes and efficiency
Apply now if you're ready to combine your project management expertise with executive-level support.
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