Administrative Support (Remote | PST Schedule)
Seamless Assist
About Seamless Assist
At Seamless Assist, we connect growing businesses with top-tier remote professionals who bring efficiency, professionalism, and operational excellence to daily business operations.
Our Administrative Support team plays a critical role in allowing our clients to focus on growth and strategy while we handle the behind-the-scenes execution with precision, reliability, and initiative.
Job Summary
We are seeking a proactive, detail-oriented, and resourceful
Administrative Support professional to support our clients with administrative, operational, and coordination tasks in a fast-paced remote environment.
This role requires availability during
Pacific Standard Time (PST) business hours and a
minimum English proficiency level of B2 (Upper-Intermediate) for professional written and verbal communication.
The ideal candidate is self-motivated, tech-savvy, highly organized, and comfortable leveraging
AI tools to improve efficiency and workflow optimization.
Key Responsibilities
Administrative Support
- Manage calendars and inboxes with strong prioritization skills.
- Schedule meetings and coordinate appointments across time zones (PST alignment required).
- Perform accurate data entry and maintain digital filing systems.
- Prepare reports, presentations, and business documents.
- Maintain organized documentation and operational systems.
Client Communication
- Respond to emails and messages professionally and promptly.
- Manage client inquiries and follow-ups.
- Coordinate communication between internal teams and clients.
- Maintain a high standard of written English (B2+ minimum).
Operations Support
- Conduct online research and information gathering.
- Create and update spreadsheets (Excel / Google Sheets).
- Manage and update CRM systems accurately.
- Track tasks and deadlines to ensure timely completion.
Marketing & Digital Support (If Applicable)
- Schedule social media content using tools such as Buffer or similar platforms.
- Perform light graphic editing using Canva or similar tools.
- Update website or blog content as required.
- Assist with email campaign coordination and tracking.
AI & Process Optimization
- Utilize AI tools (e.g., ChatGPT or similar platforms) to draft communications, summarize information, automate repetitive tasks, and improve productivity.
- Identify opportunities to streamline workflows and improve systems.
- Assist in documenting processes and building internal knowledge bases.
Required Qualifications
- Proven experience as an Administrative Assistant, Administrative Support, or similar role.
- Minimum English proficiency: B2 (Upper-Intermediate).
- Availability to work during PST business hours.
- Strong written and verbal communication skills.
- Excellent organizational and time-management abilities.
- Ability to prioritize and manage multiple tasks independently.
- High level of confidentiality and professionalism.
- Comfortable using AI tools to enhance work efficiency.
Technical Skills & Tools
- Google Workspace (Docs, Sheets, Calendar, Gmail)
- Microsoft Office Suite
- Communication tools (Slack, Zoom, Microsoft Teams)
- CRM platforms (HubSpot or similar)
- Canva (if supporting marketing tasks)
- Project management tools (Asana, Trello, ClickUp)
- AI tools (ChatGPT or similar platforms)
Soft Skills We Value
- Strong time management
- Problem-solving mindset
- Initiative and accountability
- Attention to detail
- Professional and positive attitude
- Ability to work independently in a remote setting
What We Offer
- Fully remote work environment
- Exposure to diverse industries and clients
- Opportunities for professional growth and upskilling
- Collaborative and supportive virtual culture
- Performance-based incentives and recognition
