**Job Title:** Remote Remote Administrative Assistant jobs **Location:** Remote — based in San Antonio, Texas --- ### About the Role We are seeking a proactive, detail‑oriented Remote Administrative Assistant to join our fast‑growing operations team. In this role you will be the backbone of our virtual office, providing seamless administrative support that enables our leadership, sales, and product squads to focus on strategic execution. Reporting directly to the Director of Operations, you will coordinate cross‑functional schedules, manage critical documentation, and act as the first point of contact for internal and external stakeholders. By delivering timely, high‑quality admin services from anywhere in San Antonio, Texas, you will directly influence our ability to meet quarterly milestones and maintain the high‑velocity culture that sets us apart in the industry. --- ### Key Responsibilities - **Calendar & Meeting Management:** Own the calendars of three senior executives, scheduling up to 30 meetings per week across multiple time zones, using Google Calendar and Calendly, and ensuring 85% of meetings are conducted asynchronously where possible. - **Communication Hub:** Draft, proofread, and distribute internal newsletters, client updates, and executive briefs via Microsoft Outlook and Slack, maintaining a 24‑hour turnaround on all correspondence. - **Document Control:** Create, organize, and archive contracts, SOPs, and financial reports in Google Drive and SharePoint, guaranteeing version‑control compliance and a 99.9% document retrieval rate. - **Travel & Expense Coordination:** Arrange domestic and international travel itineraries for the leadership team, leveraging Concur and Expensify to process reimbursements within three business days of return. - **Project Support:** Assist the Project Management Office by updating task boards in Asana and Monday.com, tracking deliverable dates, and notifying owners of upcoming deadlines. - **Vendor & Supplier Liaison:** Manage relationships with office‑supplies vendors, IT service providers, and third‑party consultants, negotiating contracts that result in at least a 10% cost reduction annually. - **Data Entry & Reporting:** Enter sales leads, CRM updates, and performance metrics into HubSpot and Excel, producing weekly dashboards that inform executive decision‑making. - **Onboarding & Offboarding:** Coordinate the virtual onboarding experience for new hires in San Antonio, Texas, including equipment provisioning, access permissions, and welcome kits, achieving a 95% satisfaction rating in post‑onboarding surveys. - **Compliance & Records:** Maintain up‑to‑date compliance checklists for GDPR, SOC 2, and state‑specific data privacy regulations, flagging any gaps within 48 hours of discovery. - **Ad‑hoc Executive Support:** Prepare PowerPoint presentations, compile board meeting packets, and perform research tasks that enable senior leadership to make data‑driven decisions swiftly. --- ### Required Qualifications - **Education/Experience:** Associate’s degree or higher in Business Administration, Communications, or related field, **or** equivalent professional experience. - **Professional Background:** Minimum **3–5 years** of proven remote administrative support experience in a fast‑paced tech‑enabled environment. - **Core Skills:** Exceptional written and verbal communication, advanced time‑management, and razor‑sharp attention to detail. - **Technical Proficiency:** Demonstrated mastery of **Microsoft Office 365**, **Google Workspace**, **Slack**, **Zoom**, **Asana**, **Calendly**, and **DocuSign**. - **Organizational Acumen:** Ability to juggle at least **10 concurrent tasks** while meeting strict deadlines with a 98% on‑time completion rate. - **Self‑Management:** Proven track record of working independently from a home office in San Antonio, Texas, with reliable high‑speed internet (minimum 25 Mbps download). - **Security Awareness:** Familiarity with data‑privacy best practices, including secure file sharing and password‑manager usage (e.g., LastPass). --- ### Preferred Qualifications - **Advanced Tools:** Experience with **Trello**, **Monday.com**, or **ClickUp** for project coordination. - **Certifications:** Certified Administrative Professional (CAP) or similar credential. - **Industry Insight:** Background supporting SaaS or fintech companies, especially those with a client base in the United States. - **Leadership Edge:** Prior experience mentoring junior administrative staff or leading a small virtual team. - **Process Improvement:** History of automating routine workflows (e.g., using Zapier or Power Automate) that saved 5+ hours per week. - **Event Coordination:** Ability to organize virtual conferences or webinars with attendance of 200+ participants. --- ### Compensation & Benefits - **Salary Range:** **$55,000 – $68,000 annually**, commensurate with experience and demonstrated impact. - **Health & Wellness:** Medical, dental, and vision coverage with a 100% employer contribution for the employee and 75% for dependents. - **Retirement:** 401(k) plan with a company match up to 5% of salary. - **Paid Time Off:** 20 vacation days, plus 10 paid holidays and sick leave. - **Remote Stipends:** Annual home‑office allowance of **$1,200** for ergonomic furniture, plus a monthly internet reimbursement of **$50** for residents of Texas. - **Professional Development:** $2,500 yearly learning budget for courses, certifications, or conferences (virtual or in‑person). - **Well‑Being Perks:** Access to mental‑health counseling, virtual fitness classes, and quarterly team‑building retreats (travel expenses covered for employees based in San Antonio, Texas). --- ### Work Setup - **Time Zones:** We operate on a **North American Eastern Standard Time (EST)** core schedule—team members must be available **10 AM – 4 PM EST** for synchronous collaboration. - **Meeting Cadence:** Daily 15‑minute stand‑ups via Zoom, weekly cross‑functional syncs, and bi‑weekly one‑on‑ones with the Director of Operations. - **Equipment Requirements:** A dedicated laptop (Mac or Windows), dual monitors, a headset with noise‑cancellation, and a webcam for video calls. - **Internet:** Minimum 25 Mbps download speed, with a backup hotspot recommended. - **Collaboration Platforms:** Slack for instant messaging, Zoom for video conferencing, Asana for task tracking, and Google Workspace for document creation. - **Security Protocols:** All work performed on a company‑managed VPN, MFA enabled for all accounts, and regular security awareness training. --- ### Growth - **Career Pathways:** After 12–18 months of demonstrated excellence, you can progress to Senior Administrative Coordinator, then to Operations Manager, or specialize as a Project Administrator. - **Learning Budget:** $2,500 per year allocated for certifications such as CAP, project‑management credentials (e.g., PMP), or advanced software training. - **Mentoring:** Pairing with a senior leader for monthly mentorship sessions, focused on skill development and career planning. - **Performance Cycles:** Quarterly performance reviews, with clear KPI dashboards (e.g., meeting schedule accuracy, expense processing time, document retrieval rates). - **Internal Mobility:** Open applications for cross‑departmental projects, enabling you to broaden exposure to marketing, sales, or product teams within our San Antonio‑based operations hub. --- ### How to Apply 1. **Submit:** A tailored resume and a concise cover letter (no more than 500 words) outlining your remote administrative experience, especially any work done from San Antonio, Texas. Include a brief list of the tools you have mastered (e.g., Slack, Zoom, Asana). 2. **Portfolio (optional):** If you have examples of dashboards, SOPs, or executive presentations you’ve created, attach them as PDF files. 3. **Application Deadline:** Applications will be reviewed on a rolling basis, with the target closing date **September 15, 2025**. 4. **Interview Process:** - **Stage 1:** Recruiter phone screen (15 minutes). - **Stage 2:** Skills assessment – a 30‑minute take‑home exercise focused on calendar management and document formatting. - **Stage 3:** Virtual interview with the Director of Operations and a senior team member (45 minutes). - **Stage 4:** Final cultural fit interview with a cross‑functional panel (30 minutes). 5. **Decision Timeline:** We aim to communicate final decisions within **10 business days** after the last interview stage. *We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.*
