Remote Administrative Associate: Scheduling & Coordination

Talentoma; Portland (OR); Remote; USD 49,000 - 65,000; Full time

Benefits offered by this job

Fully remote

Onboarding & training

Regular check-ins

Skill development

Health coverage

Job summary

Talentoma is seeking an Administrative Associate for a fully remote, desk-based position based in Oregon. You will support the administrative team, manage calendars, and coordinate meetings using Google Calendar, Asana, and Microsoft Word. This 40-hour weekly role requires strong organization, clear communication, and discretion.

No prior experience required; training is provided. The role emphasizes accurate information handling, timely follow-up, and dependable task closure.

Qualifications

• High school diploma or equivalent.
• No experience required; related administrative assistance, office support, or meeting coordination experience preferred.
• Familiarity with scheduling and calendar tools or willingness to learn.
• Ability to learn a project management tool and a word processor.
• Clear written and verbal communication, including concise updates and courteous follow-ups.

Responsibilities

• Review incoming administrative requests from a shared email inbox and task queue, identifying the requester, requested action, due date, and missing instructions.
• Enter assigned tasks into Asana, recording priorities, contacts, current status, and next action.
• Check meeting requests for purpose, attendee availability, duration, and required materials before proposing times via Google Calendar.
• Send meeting invitations, update changes, and confirm attendees have joining details, agendas, and prep instructions.
• Prepare routine agendas, task status reports, and meeting summaries using Microsoft Word and supplied templates.
• Take meeting notes, capture decisions and actions, and share summaries with the organizer for review.
• Update internal contact lists and trackers from approved sources, ensuring completeness.
• Follow up when details or responses are overdue and escalate conflicting priorities to the admin team lead.
• Close completed tasks with complete notes and dependable follow-up.

Skills

Attention to detail

Communication

Discretion

Education

High school diploma or equivalent

Tools

Google Calendar

Asana

Microsoft Word

Job description

Talentoma is seeking an Administrative Associate for a fully remote, desk-based position based in Oregon. You will support the administrative team, manage calendars, and coordinate meetings using Google Calendar, Asana, and Microsoft Word. This 40-hour weekly role requires strong organization, clear communication, and discretion.

No prior experience required; training is provided. The role emphasizes accurate information handling, timely follow-up, and dependable task closure.