Administrative Assistant

This position is ideal for a detail-oriented, English-fluent professional seeking long-term contract

employment with a consultancy. We prefer candidates located in the Central, Mountain, or Pacific Time

Zones to align with our firm’s working hours. As a trusted advisor to the Principal, you will provide critical

administrative, technical and operational support, empowering me and my associates to focus on high-

value client work.

Key Responsibilities

1. Maximizing Productivity. Pro-actively anticipate and assist in improving time management,

organization and business growth

2. Digital Organization & File Management:

a. Organize and maintain all client records, project files, and shared resources using Google

Drive and other cloud-based tools. Have these records available for client review and

prepare summaries for each client meeting to ensure continuity.

b. Implement consistent labeling, sorting, and folder structures for quick access and

collaboration.

c. Exercise the highest level of care in handling sensitive and confidential client information.

3. Client Communication & Calendar Coordination:

a. Handle multiple email accounts and calendars, organizing messages, flagging priorities, and

setting labels/folders – across desktops, laptops and iPhones.

b. Schedule cross-time zone appointments, maintaining the Principal’s schedule efficiently, and

never double-booking or mussing any appointments. Be aware of buffer times to allow for

travel when necessary.

c. Send timely reminders, summaries, and follow-ups to keep the Principal on-track with

deadlines and commitments.

4. Design & Social Media Management:

a. Design engaging graphics using Canva, ensuring alignment with brand guidelines.

b. Manage a weekly social media content calendar, scheduling posts and tracking

engagement.

c. Respond to prospects in social media (i.e. LinkedIn) and e-mail consistently and efficiently to

manage their “flow” through the sales pipeline.

5. Session, LMS & Project Support:

a. Record and transcribe client sessions, summarizing them using AI tools.

b. Track client progress with ValueBuilder, and update metrics within the firm’s LMS.

c. Facilitate learning and client progress through orderly portal management.

6. Operational Efficiency & Trustworthiness:

a. Propose improvements to organizational systems and facilitate efficient workflow processes.

b. Demonstrate a high level of trust as a dependable extension of the Principal in dealings with

clients and operations.

Qualifications

1. Essential:

- Fluent English (written/spoken) with neutral accent or clear diction.

- Proficiency in a variety of tools and technologies such as Google Workspace,

Canva, Loom,

Zoom, MS Office, Spark and cloud-based file management, ensuring access from multiple

platforms.

- Strong familiarity with Apple desktops, laptops and iPhones

- Experience with a variety of technologies social media, AI tools, subscription services

Experience:

- 3+ years managing complex file systems, multiple calendars, and email accounts for an

executive.

- Ability to handle sensitive client information with discretion and care.

- Soft Skills: Proactive communication, extreme attention to detail, strong customer service

attitude, and implicit trustworthiness

US shift

Salary- 4-4.2 LPA