Executive Administrative Assistant

VASL; San Francisco (CA); Remote; USD 40,000 - 60,000; Full time

Job summary

A leading remote services company is seeking an Executive Administrative Assistant to manage daily operations and client communications, ensuring efficient workflows. In this full-time remote position, you will perform tasks such as email management, data entry, and collaboration with internal teams. Ideal candidates will possess a Bachelor’s degree, 1-3 years in a similar role, and experience with CRM systems like Zoho One, along with strong organizational skills.

Qualifications

• Preferred degree in Business Administration or a related field.
• 1-3 years of experience in operations or administration.
• Strong written and verbal communication skills.

Responsibilities

• Monitor and manage emails and client communications.
• Assist in drafting, reviewing, and responding to emails.
• Perform data entry and maintain records.
• Schedule messages, reminders, and follow-ups.
• Support staffing managers with event-day logistics.

Skills

Strong written and verbal communication skills

Excellent organizational abilities

Multitasking abilities

Experience with CRM systems

Education

Bachelor’s degree in Business Administration or related field

Tools

Zoho One (Books & CRM)

Job description

Title: Executive Administrative Assistant

Job Type: Full-Time, Remote

Timings: 4PM - 1 AM (Pakistan Standard Time)

Job Overview

We are seeking a highly organized and detail-oriented Operations & Administrative Coordinator to support daily business operations and communication workflows. The role primarily focuses on managing emails, maintaining records, coordinating with internal teams, and ensuring smooth execution of operational tasks. This position requires someone who can handle multiple priorities, stay organized in a fast-paced environment, and proactively support both operations and client communication.

Role and Responsibilities

Core Responsibilities (Initial Phase)

• Monitor and manage emails, client communications, and internal channels (including chats and Zingle)
• Assist in drafting, reviewing, and responding to emails
• Perform data entry and maintain accurate records across systems
• Schedule messages, reminders, and follow-ups, ensuring timely confirmations
• Support staffing managers with event-day logistics (check-ins and check-outs)
• Prepare and send client quotes using existing workflows and tools
• Schedule and manage follow-up communications with clients
• Draft and prepare contracts as required
• Work extensively with Zoho One (especially Books and CRM) to manage and streamline operations

Secondary Responsibilities (Growth Phase)

• Support sales pipeline management and client follow-ups
• Handle advanced CRM and contract management tasksProvide broader administrative and executive support
• Assist with basic marketing tasks and process documentation
• Identify opportunities to improve workflows and operational efficiency

Qualifications and Requirements

• Bachelor’s degree in Business Administration, Management, or a related field (preferred)
• 1–3 years of experience in operations, administration, or a similar role
• Strong written and verbal communication skills
• Experience with CRM systems, preferably Zoho One (Books & CRM)
• Excellent organizational and multitasking abilities