Administrative Assistant

Position : Administrative Assistant Location : Remote in East or Central time zone USA Reports to : President

Position Overview : We are seeking a highly organized and proactive Virtual Administrative Assistant to support the President and contribute to the overall success of the company that offer translation, interpretation, and global marketing services.

In this role, you will act as a key team player, handling both large and small tasks with a focus on efficiency and organization.

You should be able to work independently, take initiative, and manage multiple projects in a fast-paced environment to keep the organization running smoothly and growing.

This is a fully remote position for a person based in the Central or East Coast Time Zone in the US. Ideally, the person would be able to visit the Sudbury, MA office once a week.

Key Responsibilities :

• Email Management : Ensure all important communications are prioritized and receive timely follow-ups.
• Internal Communication : Act as a liaison, ensuring clear and consistent communication between staff members and the President to maintain team alignment.
• Organization : Manage and organize online files for easy access. Streamline processes for efficiency.
• CRM and Sales Tools Management : Maintain and utilize the HubSpot CRM, Apollo.ai, LinkedIn Navigator, and other relevant sales and marketing tools to support business development.
• PR and Media Relations : Manage and maintain a PR database, including pitching, tracking, and following up on podcast guest spots, speaking engagements, and other PR opportunities.
• Event Coordination : Organize, coordinate, and facilitate events such as conferences, webinars, and industry shows, ensuring all details are handled effectively.
• Presentation Creation : Develop PowerPoint decks and other presentation materials for internal and external use.
• Special Projects : Conduct research on potential clients, new technology, and data entry, as well as other special projects as assigned.
• Project Management : Manage multiple tasks and deadlines in a fast-paced environment, prioritizing to ensure timely delivery.
• Cross-Departmental Support : Provide administrative support across various divisions, including executive, marketing, and sales teams.
• Reporting and Analytics : Create and analyze a variety of reports to support decision-making.
• Customer Service : Deliver exceptional service to both internal team members and external stakeholders.

Qualifications :

• Proven experience in a similar role supporting executives or senior leadership.
• Strong proficiency in CRM tools (HubSpot preferred), Microsoft Office Suite (Word, Excel, PowerPoint), Google platform, and online communication tools.

Able to learn technology quickly.

• Excellent organizational skills and attention to detail.
• Ability to prioritize, multi-task, and manage time efficiently.
• Strong written and verbal communication skills.
• A proactive mindset with the ability to work independently and solve problems.
• Set up and comfortable working remotely and collaborating across time zones.

If you are an energetic self-starter who thrives in a dynamic, fast-paced environment, we'd love to hear from you!

• Monday-Friday, Dedicated hours - US EST hours
• Participate in weekly meetings

Requirements

• Proven work experience in a similar role.
• Passion for learning about our industry, cultures, and languages
• Familiarity with HubSpot and Apollo preferred
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office and ability to learn new programs and technologies quickly
• Ability to meet deadlines
• Must be VERY organized and detail oriented
• A team player

Benefits :

• Work from home
• Work with a great team of people!
• 401K
• Paid sick / vacation
• NO MEDICAL BENEFITS at this time

Job Posted by ApplicantPro