Admin Assistant

Digital Reach is a global HubSpot Diamond Partner agency providing business process automation solutions for SMB, mid-market, and enterprise businesses worldwide. With a customer-centric approach, we deliver best-in-class business solutions that allow organizations to automate both simple and complex tasks by leveraging HubSpot’s suite of offerings. Join a fast-growing agency delivering comprehensive automation solutions to empower businesses to be more efficient, profitable, and successful.

We are a 33-strong team of fully remote web professionals, with 21 team members located in the Philippines.
We are looking for a Virtual Admin Assistant to join our team and work US hours (3 AM – 12 NN PH time shift from Tuesday to Saturday).

Job Description:
As an Administrative Assistant, you will play a crucial role in supporting the efficient operation and productivity of our organization in today’s dynamic work settings. You will be an essential part of the team, providing essential administrative support to various departments and ensuring smooth day-to-day operations. This role demands a proactive and adaptable professional who can handle diverse responsibilities in a fast-paced, technology-driven, and collaborative work environment.

Responsibilities:
Calendar Management: Effectively manage schedules for executives and team members, coordinating meetings, appointments, and conference calls. Prioritize conflicting demands and anticipate scheduling conflicts to ensure optimal time management.

Communication and Correspondence: Handle emails, phone calls, and other forms of communication professionally, promptly, and courteously. Draft and proofread documents, including memos, reports, and presentations.

Data Management: Organize and maintain physical and digital files, databases, and records, ensuring data integrity and confidentiality. Create and update spreadsheets, reports, and other documentation as required.

Office Coordination: Assist in maintaining the office environment, coordinating with facilities, IT, and other relevant departments to address any issues and ensure a productive workspace.

Travel Arrangements: Arrange travel plans, including flights, accommodations, and transportation for executives and staff, while considering cost-efficiency and travel policies.

Event Planning: Support the planning and execution of company events, conferences, and meetings, which may include venue booking, logistics, catering, and attendee coordination.

Expense Management: Assist in tracking and reconciling expenses, ensuring accurate and timely submission of expense reports for team members.

Technology Proficiency: Utilize various software tools, such as office suites, project management systems, collaboration platforms, and customer relationship management (CRM) software, to enhance efficiency and collaboration within the organization.

Task Prioritization: Exercise good judgment in prioritizing tasks, handling sensitive information, and managing multiple projects simultaneously.

Problem-Solving: Identify issues and challenges proactively and offer creative solutions to address them, demonstrating a resourceful and adaptable approach.

Team Support: Collaborate effectively with cross-functional teams, providing assistance and support as needed to ensure a cohesive and productive work environment.

Continuous Improvement: Stay informed about industry trends, best practices, and emerging technologies related to administrative support, seeking opportunities to enhance processes and productivity.

Qualifications:
– Proven experience as an administrative assistant or similar role, showcasing adaptability, resourcefulness, and excellent organizational skills.
– Strong proficiency in office software tools (e.g., Microsoft Office Suite, Google Workspace) and willingness to learn new technology platforms.
– Excellent communication skills, both verbal and written, with a professional and courteous demeanor.
– Ability to prioritize tasks, manage time effectively, and work independently while maintaining attention to detail.
– Aptitude for problem-solving, critical thinking, and decision-making in a fast-paced environment.
– Demonstrated ability to handle sensitive and confidential information with discretion.
– Strong interpersonal skills, fostering positive relationships with team members and external partners.
– Flexibility to adjust to changing priorities and the willingness to take on new challenges as they arise.

Hourly Pay
$5 / hour x 40 hours/week – fixed payment issued every 13th and 28th of the month

Timeline
Applicants who pass the initial screening can expect an initial interview schedule. We are hiring for this position for an immediate start but will adjust the timeline for the right candidate.

Additional information
If you read this job description and think that you might be a good fit, even if you don’t meet all of the requirements, please go ahead and apply. We aim to create opportunities for marginalized populations and communities and are willing to train for this role.