Administrative Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Collaborate with team leaders to deliver administrative and operational support.

• Organize meetings, conference calls, web presentations, and travel arrangements while addressing scheduling and logistical conflicts.

• Collect receipts, create expense reports, and reconcile monthly Sound credit card expenditures on a weekly basis.

• Ensure effective, concise, and productive internal and external communication and correspondence.

• Oversee leaders’ calendars, manage time allocation between events, anticipate additional tasks, and propose scheduling adjustments.

• Book airfare, hotels, ground transportation, and other travel exclusively through World Travel.

• Develop and update PowerPoint presentations, Word documents, mail merges, and Excel spreadsheets.

• Maintain and manage leaders’ contact databases, commonly using Outlook.

• Promote communication among team members and address any communication gaps.

• Participate in calls and meetings to take minutes as requested.

• Assist with administrative projects such as IT audits, Staples feedback, responsibility assessments, and related initiatives.

• Verify information regarding administrative changes with leadership before disseminating it to the team.

• Support events by researching vendor costs, negotiating rates, arranging facilities and catering, and preparing event materials.

• Conduct research on event cost estimates and charitable contribution estimates, secure budget-owner approval, and submit expenditures for pre-authorization.

• Serve as the initial point of contact for IT issues, conduct preliminary troubleshooting, and escalate to IT when necessary.

• Execute general office tasks, including faxing, scanning, mailing, hosting guests, filing, data entry, ordering supplies, and completing forms.

• Cross-train with colleagues in administrative support to ensure adequate coverage.

• Aid in onboarding new colleagues.

• Undertake additional special projects as assigned.

⛳️ Requirements

• High School diploma or GED or equivalent experience.

• A minimum of 2 years of general business administration experience in a dynamic, professional environment.

• Proficiency in Microsoft Office Suite, including intermediate skills in Word, Excel, PowerPoint, and Outlook.

• Capability to perform basic IT troubleshooting independently.

• Strong general office skills, including knowledge of computers, fax machines, printers, copiers, conference call setups, scanners, mobile devices, organization, guest hosting, and document handling.

• Ability to adhere to a work schedule aligned with Eastern Time.

• Preferred experience in utilizing AI tools to enhance efficiency, including calendar scheduling, meeting coordination, and administrative workflows.

🏝️ Benefits

• Medical insurance.

• Dental insurance.

• Vision insurance.

• Health care and dependent care flexible spending account.

• 401(k) retirement savings plan with a company match.

• Paid time off (PTO) begins accruing immediately upon start date at a rate of 15 days per year.

• Ten company-paid holidays per year.

• Remote-first culture that values flexibility and collaboration.

• Opportunities for career advancement.

• A team dedicated to inclusivity, innovation, and excellence.