Administrative Specialist

Sales Match; City of Utica (NY); Remote; USD 47,000 - 63,000; Full time

Benefits offered by this job

Health coverage

paid leave

401(k)

maternity leave

stipends

Job summary

Sales Match is hiring an Administrative Specialist for a fully remote, desk-based role in New York, United States. You will support the administrative team by handling internal requests, preparing meeting materials, and ensuring information is easy to find.

The role requires strong communication, attention to detail, and the ability to manage tasks and deadlines using shared tools. A US work authorization is necessary.

Qualifications

• High school diploma or equivalent required.
• 1–2 years of admin support experience preferred.
• Familiarity with internal requests, meeting prep, and task tracking.
• Ability to retrieve information from internal references and distinguish current instructions.
• Experience with Asana, SharePoint, PDF, and note-taking systems or ability to learn.
• Clear written and verbal communication with colleagues.
• Reliable home office setup and 40-hour weekly availability.
• Authorized to work in the United States.

Responsibilities

• Review incoming requests via shared email and queues to determine outcome.
• Verify requests have details, references, ownership, and timing before recording status.
• Manage assignments and due dates in a project tool to keep progress visible.
• Coordinate meeting prep by confirming attendees and agendas.
• Source internal guidance on intranet and direct colleagues to current info.
• Prepare readable meeting packets using PDF tools and check order.
• Capture decisions and actions with notes, assign owners and dates.
• Follow up on missing information and escalate conflicting priorities.
• Review completed work for accuracy and completeness before closing requests.
• Send completion updates and organize shared references to reduce questions.

Skills

Administrative support

Meeting preparation

Task tracking

Written & verbal communication

Attention to detail

Problem escalation

Remote work

Education

High school diploma or equivalent

Tools

Asana

Microsoft SharePoint

Adobe Acrobat

Microsoft OneNote

Job description

Job Title: Administrative Specialist

Monthly Pay: $4,209 - $5,664 USD per month

Summary:

Accurate updates, complete meeting materials, and dependable follow-through define good work in this administrative role. The Administrative Specialist sits within the administrative support team, works under an administrative team lead, and maintains consistent standards for internal requests. Working with department coordinators, managers, and colleagues, this specialist keeps routine administrative tasks moving and makes shared information easier to find. This is a fully remote, desk-based position offering work from home in New York, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming administrative requests through shared email and task queues, identify the requested outcome, and confirm who needs the completed work.
• Check each request for required details, supporting references, ownership, and timing before recording its status and next action in the shared tracker.
• Maintain task assignments and due dates using a project management system such as Asana, keeping progress visible to the administrative team lead.
• Coordinate meeting preparation by confirming participant availability, assembling approved agendas, and checking that shared links and reference materials are accessible.
• Locate approved internal guidance using an intranet platform such as Microsoft SharePoint, and direct colleagues to current information rather than outdated copies.
• Prepare readable meeting packets using PDF software such as Adobe Acrobat, checking page order, headings, and links before sharing materials internally.
• Capture meeting decisions and action items using a note-taking application such as Microsoft OneNote, then confirm owners and target dates with participants.
• Follow up when information is missing or actions remain open, and elevate conflicting priorities or unresolved requests to the administrative team lead.
• Review completed work against accuracy, turnaround, complete notes, and follow-up standards, correcting omissions before marking administrative requests complete.
• Send completion updates, organize shared reference links, and flag recurring request problems so the team can improve instructions and reduce repeat questions.

Qualifications:

• High school diploma or equivalent.
• About 1-2 years of administrative support experience preferred, particularly with internal requests, meeting preparation, or shared task tracking.
• Familiarity with office procedures and administrative management practices, including clear ownership, orderly handoffs, and consistent completion checks.
• Ability to retrieve relevant information from internal reference pages and distinguish current instructions from superseded guidance.
• Familiarity with the named project management, intranet, PDF, and note-taking systems, or the ability to learn comparable applications through training.
• Clear written and verbal communication for clarifying requests, summarizing decisions, and following up respectfully with busy colleagues.
• Careful proofreading and sound judgment when handling internal information, correcting errors, and deciding when a request needs escalation.
• A reliable computer, high-speed internet, and quiet private workspace, plus availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Perks & Benefits:

• Fully remote work from home in a desk-based administrative role, with shared digital workflows for coordinating requests and keeping colleagues informed.
• Structured onboarding and training on Asana, Microsoft SharePoint, Adobe Acrobat, and Microsoft OneNote, including request handling and completion standards.
• Regular check-ins with the team lead to review priorities, discuss questions, and receive practical feedback on completed administrative work.
• Opportunities to strengthen information retrieval, meeting preparation, task tracking, proofreading, and administrative communication through recurring assignments and guided practice.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.