Executive Administrative Assistant

vasl-talent; San Francisco (CA); Remote; USD 48,000 - 70,000; Full time

Job summary

vasl-talent is seeking an Executive Administrative Assistant to support daily operations and client communications in a fast-paced environment. The role emphasizes email management, records maintenance, and coordinating with internal teams to ensure smooth execution.

The ideal candidate has 1–3 years of operations or admin experience, strong written and verbal communication, and familiarity with Zoho One (Books & CRM).

Qualifications

• Bachelor’s degree preferred
• 1–3 years of operations or administration experience
• Strong written and verbal communication skills
• Experience with CRM systems, preferably Zoho One

Responsibilities

• Monitor and manage emails, client communications, and internal channels
• Assist in drafting, reviewing, and responding to emails
• Perform data entry and maintain accurate records across systems
• Schedule messages, reminders, and follow-ups
• Support staffing managers with event-day logistics
• 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 (Books & CRM) to manage and streamline operations
• Support sales pipeline management and client follow-ups
• Handle advanced CRM and contract management tasks
• Provide broader administrative and executive support
• Assist with basic marketing tasks and process documentation
• Identify opportunities to improve workflows and operational efficiency

Skills

Email management

CRM usage

Communication

Data entry

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 tasks
• Provide 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