Personal Assistant

RecruitMyMom; United States; Remote; USD 21,000 - 34,000; Part time

Job summary

RecruitMyMom is seeking a part-time, remote Administrative Assistant to support day-to-day operations. Working roughly 3 hours per day, you will help keep records, manage licenses, and facilitate cross-department communication.

You will handle filing systems, process HR paperwork, take meeting minutes, coordinate travel and events, and ensure deadlines are met with professional communication.

Qualifications

• Experience in office administration or operational support.
• Strong organisational, record-keeping, and document management capabilities.
• Proven ability to track compliance deadlines and manage administrative registers.
• Professional written and verbal communication skills.
• Experience taking and distributing accurate meeting minutes.
• Basic administrative experience supporting HR paperwork, onboarding, or offboarding processes.

Responsibilities

• Document & Records Management: Maintain filing systems and document repositories, ensuring records are accurate, up to date, appropriately archived, and easily retrievable.
• Compliance & Licence Administration: Maintain tracking registers for company licences, certificates, and registrations. Monitor renewal dates, collect and submit required documentation, follow up on internal actions, and archive evidence of completed renewals.
• Customer Administration: Monitor incoming customer queries, route them to appropriate personnel, track outstanding items, and elevate unresolved or sensitive matters to management when necessary.
• Company Communication & Calendar Management: Coordinate company calendars, assist with internal announcements and news, maintain communication platform displays, and support internal events or meetings.
• Meeting Support & Administration: Attend required meetings, record and distribute minutes, prepare agendas and supporting documentation, and track action items through to completion.
• Travel & Event Coordination: Arrange business travel logistics (transport, accommodation, and itineraries) and assist with organizing workshops, training sessions, catering, and venue logistics.
• HR & Staff Administration: Assist with employee record maintenance, support general staff queries, coordinate basic onboarding and offboarding paperwork, and elevate complex HR matters to management.
• General Office Operations: Provide ad-hoc administrative support across departments, maintain a professional office environment, and recommend process improvements to enhance administrative efficiency.

Job description

This is a remote position. Working approximately 3 hours per day, this part-time remote position plays a key role in driving operational efficiency and supporting seamless day-to-day business functions. The role delivers end-to-end administrative support, managing compliance timelines, optimising records, and facilitating clear cross-departmental communication. Working closely with management, internal teams, and external stakeholders, the role ensures that core administrative workflows, from records management and licence maintenance to customer enquiry resolution and event logistics, run reliably and accurately.

Key Responsibilities

• Document & Records Management: Maintain filing systems and document repositories, ensuring records are accurate, up to date, appropriately archived, and easily retrievable.
• Compliance & Licence Administration: Maintain tracking registers for company licences, certificates, and registrations. Monitor renewal dates, collect and submit required documentation, follow up on internal actions, and archive evidence of completed renewals.
• Customer Administration: Monitor incoming customer queries, route them to appropriate personnel, track outstanding items, and elevate unresolved or sensitive matters to management when necessary.
• Company Communication & Calendar Management: Coordinate company calendars, assist with internal announcements and news, maintain communication platform displays, and support internal events or meetings.
• Meeting Support & Administration: Attend required meetings, record and distribute minutes, prepare agendas and supporting documentation, and track action items through to completion.
• Travel & Event Coordination: Arrange business travel logistics (transport, accommodation, and itineraries) and assist with organizing workshops, training sessions, catering, and venue logistics.
• HR & Staff Administration: Assist with employee record maintenance, support general staff queries, coordinate basic onboarding and offboarding paperwork, and elevate complex HR matters to management.
• General Office Operations: Provide ad-hoc administrative support across departments, maintain a professional office environment, and recommend process improvements to enhance administrative efficiency.

Essential Requirements

• Demonstrated experience in office administration or operational support.
• Strong organisational, record-keeping, and document management capabilities.
• Proven ability to track compliance deadlines and manage administrative registers.
• Professional written and verbal communication skills.
• Experience taking and distributing accurate meeting minutes.
• Basic administrative experience supporting HR paperwork, onboarding, or offboarding processes.

Desirable Requirements

• Experience arranging business travel itineraries and event logistics.