Office Administration Assistant

Talentoma; Virginia; A distancia; USD 42.000 - 62.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health coverage

Paid leave

401(k)

Bonus opportunities

Stipends

Descripción de la vacante

Talentoma is hiring an Office Administration Assistant to support the administrative team from a fully remote setup. The role requires a 40-hour weekly commitment and involves handling emails, coordinating meetings, and maintaining routine correspondence using tools like Asana, Outlook, Word, and Slack.

The position offers a structured onboarding, opportunities to build meeting coordination and task-tracking skills, and a competitive monthly pay range of $3,741–$5,558 USD.

Formación

• High school diploma or equivalent required.
• No experience required; related office administration, clerical support, or virtual administrative assistance experience preferred.
• Familiarity with routine office procedures and basic task tracking."
• Ability to organize meeting details, compare availability, and communicate changes without overlooking participants or required information.

Responsabilidades

• Review incoming shared emails and identified actions at shift start.
• Check requests for missing details, duplicates, or unclear instructions and seek clarification.
• Enter task details and progress updates in Asana with due dates and next steps.
• Coordinate virtual meeting requests in Outlook and confirm participant availability and access details.
• Prepare agendas, routine correspondence, and meeting summaries in Word using approved templates.
• Organize shared files with consistent naming and direct colleagues to current versions.
• Relay routine updates via Slack and route questions to the appropriate colleague.
• Follow up on unanswered requests and escalate delays to the office manager.
• Check completed work against quality expectations and correct omissions before closing tasks.
• Close finished tasks and brief next shift on unresolved items.

Conocimientos

Clear written and verbal communication

Organization skills

Ability to follow templates

Attention to detail

Team collaboration

Educación

High school diploma or equivalent

Herramientas

Asana

Microsoft Outlook

Microsoft Word

Slack

Descripción del empleo

Job Title: Office Administration Assistant

Monthly Pay: $3,741 - $5,558 USD per month

Summary

Each shift begins with shared emails and pending office administration requests that need sorting, checking, and routing. This assistant supports the administrative team under an office manager, helping everyday requests move forward with clear information and dependable follow-through. The position is fully remote, allowing you to work from home in Virginia, United States. You work with colleagues, department coordinators, and external business contacts to organize meetings, prepare routine correspondence, and keep administrative tasks visible through the end of each shift. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities

• Review incoming shared emails and assigned requests at the start of each shift, identifying the requested action, responsible colleague, and expected completion time.
• Check requests for missing details, duplicate submissions, and unclear instructions before beginning administrative work, asking the requester for clarification when needed.
• Enter task details and progress updates in a project management tool such as Asana, keeping ownership, due dates, and next steps easy to follow.
• Coordinate virtual meeting requests using a scheduling and calendar such as Microsoft Outlook, confirming participant availability, meeting purpose, and access details before sending confirmations.
• Prepare agendas, routine correspondence, and meeting summaries using a word processing tool such as Microsoft Word, following approved templates and checking names and dates.
• Organize shared working files into established folders, apply consistent file names, and direct colleagues to the current version when they request supporting information.
• Relay routine updates through a collaboration platform such as Slack, answering administrative questions within provided guidance and directing other questions to the appropriate colleague.
• Follow up on unanswered requests and outstanding meeting details, escalating conflicting priorities, missing approvals, or delays to the office manager for direction.
• Check completed work against quality expectations for accuracy, turnaround, complete notes, and follow-up, correcting omissions before marking administrative requests complete.
• Close finished tasks, summarize unresolved items for the next shift, and alert the office manager to recurring obstacles that affect routine administrative coordination.

Qualifications

• High school diploma or equivalent.
• No experience required; related office administration, clerical support, or virtual administrative assistance experience preferred.
• Familiarity with routine office procedures, shared email handling, file naming, and basic administrative task tracking.
• Ability to organize meeting details, compare availability, and communicate changes without overlooking participants or required information.
• Comfort learning the named systems for task tracking, scheduling, word processing, and team collaboration through guided practice.
• Clear written and verbal communication for routine correspondence, clarification questions, and concise updates to colleagues and external contacts.
• Ability to follow templates, check work carefully, handle internal information appropriately, and ask for guidance when instructions are unclear.
• A reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work from home in a desk-based administrative support role.
• Structured onboarding and training on Asana, Microsoft Outlook, Microsoft Word, and Slack, including guided practice with routine administrative workflows.
• Regular check-ins with the office manager serving as team lead to review questions, priorities, and progress.
• Opportunities to build office administration, meeting coordination, business correspondence, and task-tracking skills through practical daily work.
• Health coverage, paid leave, a 401(k), bonus opportunities, and stipends.