Remote Personal Assistant & Scheduling Specialist

Sales Match; Buffalo (NY); Remote; USD 47,000 - 63,000; Full time

Benefits offered by this job

Fully remote

Onboarding and training

Health coverage

401(k)

Bonus opportunities

Stipends

Job summary

Sales Match is seeking a highly organized Personal Assistant to support a busy executive in a fully remote, home-based role in New York. You will manage emails, calendars, travel planning, and routine communications to keep priorities on track.

Working within the administrative support team, you'll coordinate with internal colleagues, prepare agendas, draft routine messages, and record decisions, while ensuring timely follow-ups and accurate handoffs at shift end.

Qualifications

• High school diploma or equivalent.
• No experience required; related personal assistant, administrative support, or scheduling experience preferred.
• Familiarity with appointment coordination, meeting preparation, travel research, and the difference between preparing options and approving decisions.
• Basic ability to use calendar invitations, task boards, email folders, and shared online workspaces while learning established procedures.
• Clear written and verbal communication for confirming details, asking focused questions, and providing concise updates without making unsupported commitments.
• Careful handling of private correspondence, contact details, and travel information, with sound judgment about who should receive updates.
• Ability to organize competing requests, verify details, and raise questions promptly rather than guessing about priorities or instructions.
• A reliable computer, high-speed internet, and quiet private workspace; availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Responsibilities

• Review incoming emails and assigned requests at the start of each shift, identifying deadlines, missing information, and items requiring the supported individual's attention.
• Clarify each request's purpose, participants, timing, and expected outcome before recording the next action and responsible contact in the shared task list.
• Organize appointments using a scheduling and calendar tool such as Microsoft Outlook, checking availability, meeting duration, access links, and possible conflicts before sending invitations.
• Prepare meeting agendas from supplied priorities, gather background information, and confirm that participants have the materials needed before scheduled discussions.
• Draft routine messages for review, relay approved updates, and route questions that need personal decisions directly to the supported individual.
• Research travel options and prepare proposed itineraries, checking dates, destinations, connections, and preferences before requesting approval for arrangements through approved providers.
• Maintain action lists using a project management tool such as Trello, noting due dates, progress, dependencies, and information still needed from others.
• Take concise meeting notes when requested, distinguish decisions from open questions, and send agreed action summaries to the appropriate participants.
• Follow up on unanswered requests and approaching deadlines; elevate conflicting priorities, unavailable arrangements, or unclear instructions to the administrative team lead.
• Close completed tasks, provide an end-of-shift handoff, and support quality reviews based on accuracy, turnaround, complete notes, and dependable follow-up.

Skills

Communication skills

Organization

Calendar management

Travel planning

Task management

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Trello

Email management tools

Job description

Sales Match is seeking a highly organized Personal Assistant to support a busy executive in a fully remote, home-based role in New York. You will manage emails, calendars, travel planning, and routine communications to keep priorities on track.

Working within the administrative support team, you'll coordinate with internal colleagues, prepare agendas, draft routine messages, and record decisions, while ensuring timely follow-ups and accurate handoffs at shift end.