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