Remote Office Assistant

We’re seeking a highly organized, proactive, and dependable Remote Office Assistant to support our executive leadership team, specifically the CEO and COO. In this dynamic role, you’ll act as a strategic partner, helping streamline operations, manage communications, coordinate schedules, and handle administrative and project-related tasks. Your goal? To keep everything running smoothly behind the scenes so leadership can focus on high-impact initiatives.

📋 Key Responsibilities

🗓️ Calendar & Email Management

• Manage and maintain the CEO’s and COO’s calendars, including scheduling internal and external meetings, appointments, and travel.
• Coordinate time zones, manage scheduling conflicts, and ensure meetings are aligned with top priorities.
• Monitor, organize, and respond to emails on behalf of the executives to maintain timely and professional communication.

🔎 Research & Vendor Coordination

• Conduct online research to identify vendors, tools, or solutions relevant to specific needs or business expansion in new locations.
• Reach out to vendors, gather quotes, compare offerings, and assist in vendor onboarding when needed.

📄 SOP (Standard Operating Procedure) Creation

• Develop clear, step-by-step SOPs for recurring tasks and processes to increase operational efficiency and consistency.
• Continuously update documentation as workflows evolve.

📊 Project Coordination & Management

• Assist in tracking ongoing projects, setting timelines, and ensuring progress updates are shared with the leadership team.
• Communicate with relevant stakeholders to gather updates and monitor deadlines.

📞 Appointment Setting & Client/Partner Communication

• Schedule appointments and calls for internal and external stakeholders.
• Handle follow-ups and inquiries via email, calls, or messaging apps.
• Ensure clear and timely communication between the leadership team and all involved parties.

📈 Daily and Weekly Reporting

• Prepare concise daily and/or weekly reports summarizing completed tasks, pending action items, project updates, and key observations.
• Provide insights or flag potential roadblocks to help executives make informed decisions.

🏆 Qualifications & Skills

• Proven experience as a Virtual Assistant, Executive Assistant, Remote Office Assistant, or in a similar support role—ideally in a remote setting.
• Excellent written and verbal communication skills in English, with a professional and friendly tone.
• Strong organizational and multitasking abilities — able to manage multiple priorities without dropping the ball.
• Proactive, tech-savvy, and resourceful — quick to learn new tools and systems, and always looking for ways to improve processes or solve problems before they arise.
• Highly proficient in:
• Google Workspace (Docs, Sheets, Calendar, Gmail, Drive)
• Communication tools (e.g., WhatsApp, Zoom, Slack)
• CRM and project management platforms (e.g., Monday.com, Asana, Trello, ClickUp)
• Detail-oriented and dependable — you take ownership, follow through on tasks, and pride yourself on being reliable and trustworthy.
• Able to work independently with minimal supervision, manage time effectively, and maintain productivity in a remote work environment.

💼 What We Offer

• Competitive Basic Monthly Salary
• 13th Month Pay
• 100% Remote Work Setup – work from anywhere with a reliable internet connection
• Full-Time Schedule – Monday to Friday, 8:00 AM to 5:00 PM EST (40 hours per week)
• A collaborative, growth-oriented team that values initiative and clear communication
• Opportunities to work directly with executive leadership and make a meaningful impact