Administrative Assistant

Company Description

Globeia is a leading Identity Screening company based in the Greater Toronto Area, Canada, with an additional office in San Francisco, USA. We offer a diverse range of services including Fingerprinting, Criminal Background Checks, Employment Screening, Apostille and Authentication & Legalization Services. Our company is built on core values of transparency, authenticity, confidentiality, and impeccable customer service.

As Globeia continues to expand its digital and operational footprint, we’re looking for a proactive, tech-savvy, and detail-oriented Administrative Assistant to support our administrative, client-facing, and operational teams remotely. You will play a key role in streamlining communication, handling client queries, and ensuring timely execution of internal processes. Your organizational and multitasking skills will help support Globeia’s mission to provide trusted, timely, and secure identity verification solutions to clients across North America.

Key Responsibilities

• Provide remote administrative support to the management and operations teams, including scheduling, data entry, document preparation, and email handling.
• Assist with client communication — respond to inquiries, follow up on documentation, and ensure timely service delivery.
• Coordinate with internal departments (marketing, legal, customer service, operations) to facilitate seamless workflows.
• Manage and update digital records, forms, and internal databases.
• Support client onboarding and guide them through Globeia’s services and documentation requirements.
• Help maintain confidentiality and accuracy in all communications and file handling.
• Prepare reports and summaries based on internal systems or client updates.
• Contribute to process improvement initiatives to enhance team efficiency.

What We're Looking For:

• 1–3 years of experience as a Virtual Assistant, Administrative Assistant, or similar role (preferably in a service-based or documentation-heavy industry).
• Excellent written and verbal communication skills in English.
• Strong organizational skills with the ability to multitask and meet deadlines.
• Proficiency in using digital tools like Google Workspace (Docs, Sheets, Calendar), Microsoft Office, Zoom, Slack, or CRM software.
• Familiarity with immigration/legal documentation processes, background screening, or cross-border services is a plus.
• High level of discretion and commitment to confidentiality and data protection.
• Self-motivated, resourceful, and able to work independently in a remote environment.