Admin Assistant

Freelance Latin America; Maracaibo; A distancia; VES 120.000 - 450.000; Jornada completa

Descripción de la vacante

A remote employment platform is seeking a proactive Administrative Assistant to enhance office organization, manage schedules, and provide essential support to senior leadership. The ideal candidate will excel in communication and attention to detail, ensuring smooth internal and external communication. This role involves managing emails, coordinating meetings, and supporting various projects, with benefits including competitive pay in US dollars and a supportive work environment.

Servicios

Competitive pay in US Dollars

Work with respected professionals

Bi-weekly payment

Celebrations for birthdays and work anniversaries

Additional benefits from brand alliances

Weekly recreation activities

Formación

• Professional phone and email support experience.
• Ability to manage scheduling and appointments.
• Experience in drafting email replies and coordinating follow-ups.

Responsabilidades

• Answer and direct phone calls.
• Manage Outlook inboxes.
• Coordinate appointments and meetings.

Conocimientos

Excellent communication skills

Strong attention to detail

Proactive approach

Critical thinking

Creativity

Herramientas

Outlook

Social media management tools

Descripción del empleo

Overview

We are looking for a proactive Administrative Assistant to provide professional phone and email support, manage scheduling, and enhance office organization. This role supports senior leadership and serves as a key liaison to ensure smooth internal and external communication.

Key Responsibilities

• Answer and direct phone calls in a polite and professional manner
• Manage Outlook incoming and outgoing emails
• Organize and schedule appointments and meetings
• Design Power Point Presentations
• Serve as the point of contact for internal and external clients, facilitating efficient communication
• Maintain up-to-date contact lists for company-wide use

Inbox & Email Management

• Manage and organize Outlook inboxes for senior leadership, ensuring timely handling of incoming and outgoing emails
• Flag and prioritize critical emails based on stakeholder type, including partners, officials, members, and key prospects
• Maintain confidentiality and discretion while handling sensitive communications
• Draft email replies, schedule responses, and coordinate necessary follow-ups

Calendar & Meeting Coordination

• Proactively manage and coordinate appointments and meetings using Outlook Calendar
• Prepare meeting reminders and confirmations to ensure smooth scheduling
• Provide necessary context or briefings to support meeting readiness
• Track and follow up on pending invitations and RSVPs

Project Management

• Maintain a dashboard of ongoing initiatives (e.g., events, partnerships, expos)
• Coordinate deliverables with internal and external stakeholders
• Keep track of deadlines and provide weekly status reports

Social Media & Community Management

• Assist in managing social media presence on LinkedIn, Twitter, and Instagram
• Schedule and publish posts using social media management tools such as Buffer or Meta Business Suite
• Respond promptly and professionally to direct messages and comments
• Monitor audience engagement and provide content suggestions aligned with organizational goals

Executive Support

• Prepare briefing documents and materials in advance of meetings and events
• Maintain and update contact lists for key stakeholders and executives

Schedule

Monday to Friday 8:30 am to 10:30 am (GMT -5-00)

Requirements

• Excellent communication skills, both verbal and written
• Strong attention to detail to ensure accuracy in all administrative tasks
• Proactive approach, aiming to create a positive experience for colleagues and visitors
• Critical thinking and effective problem-solving skills
• Creativity and innovation in managing and improving administrative tasks

Soft Skills: Outgoing, professional, proactive, effective, excellent time management, mature, multitasker, and team player.

Benefits

• Competitive pay in US Dollars
• You\'ll get to work with some amazing, respected business professionals
• We really value and encourage input from our team members
• You\'ll get paid every two weeks
• Birthday and work anniversary celebrations
• Alliances with many brands grant extra benefits to freelancers
• Weekly recreation dynamics that foster a healthy work environment

Before You Apply, Please Read:

At Freelance Latin America, we\'re excited to connect you with meaningful remote opportunities. However, we want to be clear:

These are professional roles with set schedules defined by the client. Consistent availability is expected. You will have a set work schedule determined by the client, and you are expected to be present during those hours.

You will be part of the client\'s team. You\'ll follow their company guidelines, communication practices, and workflows, ensuring seamless collaboration.

KPIs and goals matter. Your performance will be measured to ensure alignment with client expectations and project objectives.

Training may be required. You might need to complete training to fully understand your role, tools, and client processes.

Commitment and responsibility are essential. We work with clients who rely on your dedication to deliver consistent, high-quality results. This is key to building trust and long-term partnerships.

Ready to grow your career with us? Apply only if you are ready to commit, learn, and take ownership of your role.