Administrative Assistant

HHM Talent; Chattanooga (TN); Remote; USD 24,796 - 38,572; Part time

Benefits offered by this job

Worker's comp included

Remote with occasional in-person meets

Job summary

HHM Talent is assisting a client in searching for a remote, part-time Administrative Assistant in the greater Chattanooga area to support the CEO. Responsibilities include email triage, document archiving, and coordinating with attorneys and financial professionals across the US, UK, and Europe.

The role requires strong organizational skills, discretion with confidential information, and the ability to work independently across time zones.

Qualifications

• Associate's degree required; bachelor's degree preferred.
• Minimum of 2 years' administrative or executive support experience.
• TN resident within two hours of Chattanooga.

Responsibilities

• Monitor, prioritize, file and respond to email correspondence for the client.
• Provide daily summaries with recommended actions.
• Escalate urgent deadlines by phone within preferred time frames.
• Archive documents using client's structure in Excel and follow retention rules.
• Coordinate communications with attorneys, tax advisors, financial professionals, and external partners in the US, UK, and Europe.
• Assist with Family Office administrative matters.
• Handle multi-property administration including invoicing, expenses and records.
• Maintain accurate digital files across projects; leverage AI tools to improve workflow.
• Maintain confidentiality and exercise sound judgment.
• Perform additional administrative and executive support duties as assigned.

Skills

Email triage

Document archiving

AI tools

French/Italian (optional)

Communication

Confidentiality

Education

Associate's degree

Bachelor's degree (preferred)

Job description

HHM Talent is assisting a client in their search for a remote, part-time Administrative Assistant in the greater Chattanooga area to support the CEO.

Position Overview

The Administrative Assistant will provide administrative support in managing a variety of personal, financial, legal, and international administrative matters. This position requires exceptional attention to detail, outstanding organizational skills, and the ability to handle highly confidential information with professionalism and sound judgment.

The ideal candidate is highly organized, technologically savvy, proactive, resourceful, comfortable working independently, and confident communicating with professionals in English across multiple countries and disciplines.

Work hours for this position are 8am – noon Eastern Standard Time or 7am - 11am Central Time.

Location - while this is a remote role, candidates must live in TN, ideally within a 2-hour commute of Chattanooga.

Responsibilities

• Email Triage & Summary:
  • Monitor, prioritize, file and respond to email correspondence on behalf of the client.
  • Provide daily summary with recommended action items for client.
  • Escalate urgent deadlines by phone within preferred time frame.
• Document Archiving
  • Save documents using client's preferred organization structure and index utilizing Excel.
  • Follow retention guidelines.
• Coordinate communications with attorneys, tax advisors, financial professionals, non-profit organizations, and other external partners in the United States, United Kingdom, and Continental Europe.
• Assist with administrative matters related to Family Office.
• Manage administrative responsibilities for multiple international residential properties, including:
  • Processing invoices and paying recurring bills
  • Tracking expenses
  • Maintaining organized financial records
• Maintain accurate digital files, records, and documentation across multiple projects and responsibilities.
• Leverage AI tools to improve efficiency, organize information, draft communications, and streamline administrative workflows.
• Handle sensitive and confidential information with the highest level of discretion.
• Perform additional administrative and executive support duties as assigned.

Qualifications

• Associate's degree required, bachelor's degree preferred.
• Minimum of 2 years' previous experience in an administrative assistant, executive assistant, or similar administrative support role.
• Located in TN, within two hours of Chattanooga, TN.
• Exceptional organizational and time management skills with strong attention to detail.
• Demonstrated ability to maintain strict confidentiality and exercise sound judgment.
• Strong written and verbal communication skills with professionalism to interact effectively with individuals from diverse cultural, professional, and socioeconomic backgrounds.
• Comfortable communicating with attorneys, tax professionals, financial advisors, and other high-level stakeholders.
• Strong technology skills with the ability to quickly learn new systems and software.
• Working knowledge of AI tools for productivity and administrative support; experience with Claude AI is strongly preferred.
• Ability to work independently, prioritize competing tasks, and meet deadlines with minimal supervision.
• Experience working with international clients, businesses, organizations preferred.
• Familiarity with cross-border administrative or financial matters, preferred.
• Conversational proficiency in French or Italian, preferred.

Compensation & Benefits

• This is an hourly position. Compensation is based on experience.
• Worker's comp included.
• Health Care benefits not provided.
• Remote with potential for occasional in-person meetings with client as requested.