Administrative Assistant

Job Description

JOB SUMMARY

We’re hiring a remote Administrative Assistant to provide direct, day-to-day support to our busy team. This is a purely administrative position—your job is to keep the wheels turning, the calendar tight, and the details handled.

Responsibilities

• CEO Calendar Management: Own and manage COE’s calendar across multiple companies and time zones. Coordinate meetings, resolve conflicts, and ensure he’s always where he needs to be.
• Action Item & Deadline Tracking: Follow up on action items and deadlines coming out of executive meetings. Nothing falls through the cracks on your watch.
• Travel & Conference Logistics: Book travel, register for conferences, coordinate logistics, and prepare collateral materials for events.
• Expense Tracking: Track and manage expenses for the hardwoods division, working with our accounting partner in Panama to keep everything current.
• Digital Asset & File Management: Organize photos and files across Google Drive, WeTransfer, and shared drives. Build and maintain folder structures that keep the team efficient.
• CRM & Data Entry: Perform data entry and maintain records in Zoho CRM. Manage forms, spreadsheets, and operational trackers.
• Client & Relationship Touches: Send books and gifts to contacts via Amazon—the small details that build relationships.
• General Administrative Support: Handle any other admin tasks the team needs. The list above is a snapshot, not a ceiling.

Who Thrives in This Role

✓ You’re fiercely organized and detail-oriented. You don’t need someone looking over your shoulder.

✓ You communicate clearly and proactively. If something is off track, you flag it before it becomes a problem.

✓ You troubleshoot and figure things out. When you don’t know how to do something, you learn—fast.

✓ You’re comfortable with technology—Google Workspace, CRMs, spreadsheets, and learning new tools quickly.

✓ You take pride in being the person everyone relies on.

✓ You’re comfortable working as a 1099 contractor and managing your own taxes and time.

Compensation & Terms

Annual Pay

$38,000 USD

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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